TITLE: Operations & Finance Manager

REPORTS TO: Associate Director & Executive Director

DEPARTMENT: Management

CLASSIFICATION: Full Time Employee, Exempt, Hybrid

HOURS/DAYS OF WORK: Mondays are work from home;onsite Tues-Thurs 9-6pm and Fri 8-5pm. This role requires around 8 shifts during nights and weekends with no comp time offered.

COMPENSATION: $70,000-85,000 salary plus benefits including healthcare coverage (30% for staff, 20% for dependents), 22 paid holidays (includes last 2 weeks of December), sick time, 3 mental health days (can be taken hourly vs daily), 5 days bereavement, professional personal and professional development opportunities as well as staff retreats to rest, reflect, recharge, and relearn. Additional PTO (paid time off) is 5 days after 1 year; 10 days after 5 years. There’s also a one-time 4-week sabbatical after 5 years; 8 weeks for 10 years.

Organization Background

The African American Community Service Agency (AACSA) is a community service-based nonprofit organization. Our organization works with corporate America, foundations, and governments. Our passion: generating higher performance for mission-driven teams for impactful programming and community-based projects. For over 46 years, AACSA has pioneered an efficient, evidence-driven approach to strategic planning, financial sustainability, performance measurement, and assessments. We work across the social sector, with expertise in education, economic development, health and wellness, social services, and family resource center. Our staff partner with funders and nonprofit leaders to solve their most complex organizational and programmatic challenges and implement what’s needed to turn strategies into action. Together, we improve outcomes, grantmaking, and most importantly, people’s lives—faster, better, smarter, at a greater scale.

Our Mission

It is the mission of the African American Community Service Agency to preserve the dignity and culture of a diverse African American Community and to provide services that promote the full participation of all of Santa Clara County and the general society.

POSITION SUMMARY

Reporting to both the Associate and Executive Directors, the Operations & Finance Manager will be responsible for the organization’s operational and administrative functions, which include finance, budgeting, contract/grant oversight, reporting, business planning, facilities management, human resources compliance, technology, data, vendor interface, and Board support. Throughout their work, they oversee functions that make it easier for the company to hit its goals; serve as a thought partner for organizational problem-solving, and help to foster a workplace culture in which staff and employees will thrive.

The position reports to and primarily supports the Executive Director, Board of Directors, and Managers.. As a leadership position in a small organization, the position will include both high-level planning and hands-on implementation. They may supervise volunteers and manage consultant work. This is a great opportunity to maximize and strengthen the internal capacity of the 46-year-old non-profit organization.

Role Specific Responsibilities

HUMAN RESOURCES - 20%

• Attract, evaluate, manage onboarding compliance as well as train new employees and interns
• Appraising performance, rewarding and disciplining employees, addressing complaints and resolving issues
• Partner with colleagues to facilitate and maintain volunteer programs
• Effectively delegating tasks and managing priorities among staff
• Monitor the ongoing training and development as well as participate in the evaluation of staff contributions
• Assist the Management Team to develop, implement and oversee a welcoming and seamless onboarding and orientation for all new employees
• Contribute to team morale through regular celebrations and acknowledgments of staff work, birthdays, and anniversaries
• Manage all aspects of a bi-weekly payroll

OPERATIONS - 35%

• Responsible for all administrative and operations activities to ensure smooth day-to-day functioning in partnership with the Executive Director
• Managing all aspects of inventory
• Work with external consultants to maintain Information Technology systems and services
• Works closely with the Associate Director and Executive Director around operations, risk management and other assigned matters
• Develop and manage internal and external vendors’ databases and documents; recommend best practices to continually improve them
• Track and assist with approved contracts of contractual amendments/agreements within areas of responsibility
• Oversee compliance of the FIRST 5 Santa Clara County contract with the Executive Director
• Drive technology and process innovationsto improve internal procedures and productivity, including upgrading our current donor system from Quickbooks to the new FASS system
• Support the needs of AACSA’s disaster plan
• Participate in MAA-related (Medical Administrative Activities) activities and reporting

FINANCE, SALES & FUNDRAISING - 30%

• Collaborates with the Executive Director on finance and budgeting, including: P&Ls, balance sheets, cashflow and financial forecasts, contract and grant expense reports
• Responsible for daily and monthly accounting functions including AP, AR, reconciliations and financial statements
• Research and recommend best practices to increase donors/donations with events and programs
• Collaborate with the Management and Development Teams in the preparation of short and long-term plans/budgets
• Review contracts deliverables and establish checks and balances on all contracts, ensuring timely reporting and deadlines to our development/grants team
• With the guidance of the Executive Director, evaluate, monitor and implement updates on various databases, programs and services
• Maintaining maintenance logs based on applicable laws, city ordinances and agency policies
• Report out to leadership team any updates on systems for tracking data and donors
• Responsible for and leads the inputting of membership data in Salesforce; distributes reportsr
• Support the organization’s audit and tax filing processes
• Manage contract accountants, independent auditors, and banking relationships
• Ensuring the team completes their finance admin as assigned

ORGANIZATIONAL LEADERSHIP - 15%

• Serve as a member of the Executive Leadership Team (ELT); including planning, implementation, and monitoring of new systems to enhance the efficiency and well-being of organizational operations
• Work with leadership and staff to promote race equity, diversity, and inclusion
• Advance the organization’s commitment to efficiency, effectiveness, and excellence in all that we do organizationally
• Communicate customer/ client/ membership issues with the Operations Team and devise ways of improving the customer experience, including resolving problems and complaints
• Support team members in measuring progress objectives and key results and strategic plan implementation
• Support the Executive Director and selected Board Member with the Annual Report
• Contribute to and/or lead lead special projects, such as staff retreats
• Assist the Executive & Managers (when needed and requested) and other relevant duties as assigned

JOB QUALIFICATIONS

• 3-5 years of professional work experience with demonstrated ability to co-lead human resources, operations, finance and fundraising
• Demonstrated experience with budgeting, financial forecasting, reconciliations and grant tracking
• Strong ability to relate with the employees, outside stakeholders, and other members of senior management
• Ability to navigate the fine lines with colleagues by knowing how to communicate, listen, and relate to them on professional and personal levels
• Strong research, analytical, writing and presentation skills
• Ability to connect daily tasks with the overall strategy/direction of AACSA (strong strategic thinker)
• Interest and ability to work with Interns
• Expertise in using Microsoft and Google Suites, Intuit as well as experience using Excel for data analysis and/or financial modeling
• Willingness to learn Constant Contact, Webflow, and online survey tools (e.g., Google Forms, SurveyGizmo and Survey Monkey)

PREFERRED QUALIFICATIONS

• Bachelor’s degree (preferably Business, Engineer, Public Administration, or Project Management) is a plus
• Demonstrated commitment to and/or work experience in the nonprofit sector (volunteer or paid) is preferred

ORG WIDE QUALIFICATIONS

• Strong interpersonal skills with the ability to prioritize independently, take initiative, be a team player, adapt to shifting priorities and manage up
• Willingness to engage in learning about cultural competency and equity-related issues
• Willingness to become certified in trauma-informed Mental First Aid to deescalate interpersonal situations
• Strong interpersonal skills and the ability to relate to individuals who may not share basic commonalities, including value systems and behavior norms
• Professional proficiency of English with excellent communication skills, both verbal and written
• Ability to maintain a professional and confidential work environment
• Excellent organizational skills, commitment to accuracy, attention to detail and continuous improvement
• Ability to handle sensitive and confidential situations with diplomacy
• Effective time management and organizational skills so as to effectively handle multiple demands and competing deadlines
• Experience and strong ability to identify needs and be culturally sensitive when serving families with diverse economic, social, racial and cultural backgrounds
• Ability to establish and maintain personal and programmatic boundaries while providing supportive services
• Professional, trustworthy, respectful of others, and displays a positive attitude with an aptitude for a variety of changing expectations and a fast-paced environment
• Must be able to work a flexible schedule to serve families during non-traditional hours, including evening, weekend, and holiday hours, and school holidays
• Ability to listen and speak Spanish is preferred but not required; can use technology to translate
• Must be able to physically lift up to 25 pounds at regular events throughout the year, including setting up for events which may require transporting or lifting cumbersome materials (i.e., easels, flip charts, refreshments, brochures, chairs, tables)
• Prolonged periods sitting and standing at a desk and working on a computer
• Must possess a valid California Driver’s license and either reliable transportation with insurance or willingness to drive company van with ability to travel between sites and offsite events throughout the county
• Must be at least 18 years of age
• Must have US work authorization
• Final offer is contingent on completing a successful fingerprint background check and a TB (Tuberculosis) test and drug screening

Equal Employment Opportunity (EEO) & Affirmative Action (AA) Statement

AACSA is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status or any other characteristics covered by law. Consistent with its obligations under the law, AACSA will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Holidays
• Weekends as needed

Ability to Relocate:

• San Jose, CA 95112: Relocate before starting work (Required)

Work Location: In person