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Director of Operations

4 weeks ago

Glendale, United States Ascencia Full time

POSITION TITLE: Director of Operations

POSITION TYPE: Management - Full Time Exempt

DESCRIPTION: Provide leadership oversight and administrative direction for the finance, human resources, IT, and property management activities of a non-profit homeless service agency located in south Glendale, CA. This position will work with outsourced Chief Financial Officer to ensure compliance with GAAP and government regulations.

REPORTS TO: Executive Director

SALARY: $95,000-$110,000 per year, plus benefits
:

- Supervise Human Resources Manager, finance staff, and facilities personnel
- Adhere to all deadlines related to the tasks listed below

**Accounting/Administration**
- Oversee outsourced accountants and grants management
- Ensure timely and accurate processing of accounts receivable and accounts payable
- Review monthly invoices submitted to funders to ensure accuracy and compliance with budget and program requirements.
- Prepare program budgets and amendments
- Coordinating the resolution of audit and monitoring’s by partner agencies

**Finance**
- Manage the development of annual budgets and forecasting.
- Review monthly financial statements and ad hoc reports
- Responsible for reviewing vendor contracts, managing contract negotiations, and banking relationships
- Maintain insurance requirements and review annual policies
- Submit annual
- With outsourced CFO, or as appropriate, respond to requests for information from Executive Director, auditors, and grant monitors

**Information Technology**
- With outsourced IT, or as appropriate, respond to agency needs, compliance, and requests from staff

**Client-Related Support**
- *Supervise the tracking of client savings and use of client assistance tools, including bus token logs

**Human Resources**
- Verify semi-monthly payroll for accuracy, and review paid-time-off policies and requests
- Supervise Human Resources Manager to provide new hire/termination paperwork, new hire orientation, addressing staff concerns, conflicts and other employee issues that may arise.
- Oversee the development of personnel files for new employees, conduct and maintain records of background checks
- Ensure compliance with annual trainings, and agency policies and procedures
- Manage the development of new policies and processes to ensure compliance with CA law

**Property Management**

With Facilities personnel:

- Ensure Ascencia properties are well-maintained at all times
- Oversee security and access for properties
- Conduct bid process for contractors
- Maintain calendars for maintenance
- Work closely with program staff to ensure housing units are ready for inspection
- Review and approve new lease agreements
- Work with Director of Programs to address issues with client tenant rent payments
- Conduct asset management analysis and reports for Executive Director and Board review
- Ensure compliance with all HUD Fair Housing and other applicable local, State and Federal housing and safety laws

**Recordkeeping**
- Maintain grant agreements, correspondence with funders and monitoring records
- Maintain lease agreements
- Maintain organized property management records, schedules and contractors
:

- Minimum of Bachelor’s degree in accounting, business or related field from an accredited college or university
- Minimum five years experience in related non-profit operations preferred
- At least two years’ experience in using fund accounting software; expertise in SAGE Intacct preferred
- Advanced skills in using MS Office, including Excel, Outlook, Word and PowerPoint and other programs, including Adobe.
- Knowledge and understanding of regulatory language for federal grants
- Ability to develop creative solutions
- Experience in nonprofit budget analysis
- Knowledge of Business and Human Resources in California
- Strong communication skills - ability to explain work, and clearly and respectfully communicate issues and concerns to diverse audiences, including people who are experiencing homeless and/or mental illness.
- Must have own transportation to conduct job related travel and must be able to drive agency vehicles;
- Must meet insurance carrier’s requirements for approval to drive;
- Must possess a valid driver license;
- Employees must carry active and adequate auto insurance corresponding to regulatory requirements if driving any vehicle not owned or leased by Ascencia;
- Physical Working Conditions and Office Setting Description
- Some travel required to field locations to facilitate execution of responsibilities. Must maintain a current driver’s license and valid auto insurance with a minimum of state required levels
- Requires prolonged sitting, standing, frequent bending, stooping and stretching
- Some lifting of up to 25 pounds may be required
- Frequent and prolonged typing, as well as operation of a computer. Use of keyboards and phones required

Other Conditions
- Please note this job description is not designed to cover or contain a comprehensive listing

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