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Finance and Operations Manager

3 months ago

Philadelphia, United States Bartram's Garden Full time

The John Bartram Association is seeking an organized, systems-oriented person to serve as our Finance and Operations Manager. Reporting to the Director of Finance and with close working relationships with both external contractors and staff across the organization, the Finance and Operations Manager supports the mission of the John Bartram Association by providing conscientious and reliable financial support to our staff, vendors, and partners, supporting grants management, and ensuring smooth office operations.

Primary Responsibilities
- Organizational Financial Support_
- Perform day-to-day financial operations, including accounts payable, credit card reconciliations, accounts receivable, making bank deposits and liaising with external bookkeeper.
- Support adherence to organizational financial policies, internal controls, and operating procedures.
- Support the annual audit process including liaising with external bookkeeping service and auditors to provide requested documentation.
- Work with HR and Finance Directors to support staff time tracking documentation and time sheet submission.
- Request and file insurance certificates from partners and provide partners as needed.
- Organizational Administration_
- Support all aspects of office operations including:

- respond to and/or direct routine business inquiries.
- manage office supply inventory.
- sort and distribute incoming mail and packages.
- help maintain office organization and coordinate equipment repairs.
- Support food and beverage requests for staff meetings, retreats, and holiday/social events.
- Coordinate with Director of Facilities and external IT provider to support to staff in navigating phone, computer, software, and printer issues.
- Manage the office phone system and auto-attendant functions; direct incoming calls as needed.
- Grant Management_
- Input grant agreement and budget information within the organizational budget documents and provide external bookkeeping service with documentation to input awards in the financial accounting software.
- Prepare and submit periodic financial reports and reimbursement requests; maintain workflow tool to track financial reporting deliverables.
- Maintain calendar of reporting due dates and coordinate with different departments for progress narratives, metrics, and other required documents within reporting periods.
- Serve as primary contact for all contracted evaluators and share findings with stakeholders regularly and as needed in the event of unforeseen findings.
- Ensure each grant folder has copies of supporting documentation.
- Review transaction detail reports for grants reporting and reconcile the data with staff project leads.
- Regular review and reporting of financial status, and availability of funds across all programs; monitor grant balances against grant end dates.
- Support the implementation and evaluation of grant related policies and procedures.

Position Requirements
- 2- 3 years of experience in non-profit finance; experience with private and federal grant administration is a plus.
- Proficiency and confidence with Excel is extremely important as is utilizing and integrating office technology into daily workflow (Microsoft Office Suite, Outlook, Teams, Zoom).
- This position will require access to personal information such as tax ID’s and payroll records as required by grant reporting requirements; a strong sense of discretion is required.
- Ability to communicate across all programs and staff within the organization and maintaining and building productive relationships with other organizational stakeholders.
- Strong analytical and problem-solving skills.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills and eagerness to work as a member of the team.
- Experience working in diverse communities with respect to race, ethnicity, class, gender, religion, orientation, and place of origin; Lived commitment to racial, economic, environmental, and social justice.

**Physical requirements**
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.

Compensation

Starting salary is between $55,000-$61,000 annually, depending on experience. Benefits include healthcare and dental coverage, short and long-term disability coverage, paid holidays, vacation, and sick time.

To Apply

All individuals, including those from historically under-represented groups, are strongly encouraged to apply. In addition, any form of personal or professional connections to Southwest Philadelphia will be considered a plus for all applicants. If desired, applicants are invited to reflect in their cover letter or other written statement on how their professional and lived experiences position them for their requested role.

**About Bartram’s Garden**:
Bartram’s Garden is a 50-acre public garden in Southwest Philadelphia, situated on Lenape territory on the banks o