Operations Manager

Location
Atlanta, Georgia
Salary
$50,000 - $60,000 depending on experience + benefits
Posted
Apr 01, 2021
Closes
May 01, 2021
Job Function
Accounting / Finance
Position Type
Full Time
Degree Level
Associate
Willingness to Travel
Not willing to travel
Experience Level
Management

POSITION OVERVIEW

The Operations Manager has primary responsibility for the coordination and management of the Foundation’s core systems, including financial transaction processing and reporting, bookkeeping and the administration of its database of charitable funds, organizations and individuals.  The Operations Manager is the primary point of contact with our systems partner.  This individual will frequently interact with Foundation board members, fundholders, donors and nonprofit leaders as well as our investment partners, auditors and tax return preparers.  As a member of a small team where each team member has multiple roles, the Operations Manager will also have certain office management and administrative responsibilities. The ingenuity, accuracy, efficiency, team orientation and, most of all, integrity of this individual are key to the Foundation’s continued growth and positive impact in Cobb County. 

RESPONSIBILITIES

Core System Management

  • Manage relationship with Stellar Technology Solutions Account Representative
  • Develop expert knowledge of the iPhi Core system
  • Identify and implement opportunities to achieve greater efficiency and accuracy
  • Develop reports and processes to continuously monitor data quality and integrity
  • Create user documentation and maintain ongoing documentation processes as business needs evolve or features are added
  • Troubleshoot issues and work with appropriate vendor for timely resolution

Finance, Bookkeeping and Transaction Processing

  • Manage all internal financial processes and maintain financial records, including processing of financial transactions
  • Coordinate cash and security transaction processing and cash management with our systems and investment partners
  • Handle invoicing and accounts payable, bank and merchant account reconciliation, and bi-weekly payroll submission to payroll vendor
  • Coordinate month-end close and financial statement prep, annual audit & 990 preparation
  • Support CEO in financial planning, research and modeling

Operations

  • Process fund openings, maintenance and closings
  • Manage and maintain databases of accounts, individuals and organizations
  • Review and approve system-generated transactions and correspondence
  • Manage monthly statement fund processes

Office Management

  • Greet visitors, answer Foundation phones and monitor generic CCF Team email, handling needs or engaging appropriate team member
  • Schedule and coordinate board meetings, executive committee meetings and others as requested
  • Maintain office supplies and marketing materials inventory
  • Oversee office and office equipment maintenance

Administrative Support

  • Assist in managing President’s calendar as needed
  • Prepare, print and mail correspondence information as needed (minimal)
  • Prepare board meeting minutes
  • Event planning and management support as needed

This job description is intended to be general and will evolve over time and is subject to periodic updating.  CCF fosters a team mentality, with team members providing assistance to one another and sharing or temporarily transitioning responsibilities as needed to ensure that community, fundholder, donor, management and board expectations are met or exceeded and that all team members are able to succeed.

QUALIFICATIONS

Required Experience and Education

  • Bachelor’s or Associate’s Degree or related work experience
  • Minimum 5 years full-time work experience that has required business-to-business and/or business-to-customer written (email is sufficient), phone and face to face communications
  • Either
  • Operations or accounting experience with a grant-making foundation,
  • Bookkeeping, accounting or operations experience with extensive use of business accounting software, or
  • Financial services and/or financial services systems experience
  • High level of proficiency in Outlook, Word and Excel, including initiation and use of mail merges, vlookups, pivot tables and other functions within Excel
  • Basic understanding of database concepts
  • Stable employment history with a high degree of integrity, responsibility and trust

Desired Experience

  • Experience with a charitable organization offering donor-advised funds (also known as “giving funds”) 
  • Fund accounting and/or trust accounting experience
  • Experience with iPhi (most preferred), FIMS, or another system commonly used by community foundations

Skills Required For Success

  • Excellent interpersonal skills, with a high level of confidentiality, discretion and professionalism
  • Ability to work both independently and as a member of a team
  • Ingenuity and an inherit drive to learn and find answers
  • Extreme attention to detail
  • Excellent time-management and organizational skills, including ability to plan, organize and prioritize workload
  • Excellent problem-solving skills and the tenacity needed to achieve resolution
  • Excellent verbal and written communication skills, including use of proper grammar both in speech and in writing

Work Environment:

CCF has a small, close-knit staff, and we work in an open, professional environment.  We respect one another and believe that all people deserve respect.  We work very hard, help one another and the Foundation to succeed.  We are honored and humbled to do the work we do to make our community even stronger.

 

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