Job Openings

Finance & Operations Manager
reports to Executive Director

You are a systems thinker who is passionate about numbers, spreadsheets and saving money. The Finance & Operations Manager oversees Gray Area’s administrative activities including human resources and benefits, financial reporting, contracts/purchasing, and office operations. This role is responsible for managing the infrastructure of the organization to create effective systems for projects and people. While Gray Area complies with local and state health ordinances, this position will work remotely.

Duties and Responsibilities
  • Financial Management
  • Manage and support external bookkeeping and accounting firms with reconciling monthly activity, generating year-end reports, audits and fulfilling tax requirements; hire and retain support staff as needed in the future
  • Oversee budgeting, financial forecasting, and cash flow for administration and programs
  • Review and approve preparation and finalization of quarterly and annual financial reporting materials for Executive Director and Board of Directors
  • Oversee processing of accounts receivable including timely invoicing of event rentals, donations, memberships and all earned revenue; Make Weekly check and cash deposits at the bank
  • Oversee processing of account payable including entering bills, maintaining automatic payments, and check runs
  • Ensure that Accounting requests are resolved and communicated in a timely manner to internal and external parties
  • Assisting in creating annual organizational budget and monitoring cash flow
  • Managing grantor contracts and reimbursement requests
  • Payroll management, including employee benefits and organizational insurance
  • Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems
  • Generating reports to make sure that budget goals are met each quarter
  • Operations
  • Manage Airtable platform including projects to expand functionalities and training staff who do not have experience with the program
  • Manage employees' weekly and monthly tasks including a weekly operations meeting
  • Maintain legal contracts database and prepare contracts for clients and independent contractors
  • Ensure all internal due diligence completed & contracts conform to policies
  • Maintains secure and organized digital and physical file storage system
  • Facilitate all requirements for employee onboarding and offboarding including HR documents, keys, and training
  • Improve the operational systems, processes and policies in support of organization's mission — specifically, support better management reporting, information flow and management, business process and organizational planning
  • Ability to work collaboratively with diverse staff and stakeholders to solve problems and innovate creative solutions
  • BA/BS or Associate’s Degree, or a combination of at least 5 years relevant professional experience and education
  • Possesses basic accounting knowledge, including GAAP, accounts payable, accounts receivable, payroll, reporting and analysis, cash flow, compliance and financial controls required
  • Experienced user of Xero Accounting software or similar and additional data entry programs: Airtable, and Google/Excel Spreadsheets
  • Proficiency in digital tools: HTML, Wordpress, Google applications, Adobe CC, Airtable, Slack, Keynote, Smarterqueue, Canva or other editorial management tools, (You can pick up new tools easily). Always on the lookout for newer and better tools
  • Knowledge of tax and other compliance implications of non-profit status a plus
  • Grants management and fundraising skills a huge plus
Benefits and Salary
  • Full-time Period
  • Full-time salary dependent on experience
  • $400 company contribution towards health (Kaiser) and dental (Guardian) plans
  • Unlimited vacation policy in collaboration with team
  • Monday - Friday work schedule
  • Paid holidays
How to Apply

Send your resume and cover letter to [email protected].

Gray Area is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, gender expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by federal, state or local laws. All employment is decided on the basis of qualifications, merit, and business need. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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