Operations Manager - One Pennsylvania

The primary duties of the Operations Manager (OM)  include managing One Pennsylvania’s finances and providing general administrative support to Organization’s staff. This position is heavily detail-oriented. OM works closely with and actively assists the Executive Director, Political Director, Organizing Director and Organizers.

They must be personable, flexible, and highly organized, with excellent computer, writing, accounting, administrative, and communication skills. They report directly to the Executive Director and will adhere to policies established by the Board of Directors as well as to the organization’s goals and objectives.

We are experiencing a period of intense growth and change so a creative person with strong problem solving skills is preferred. Below are a list of some of the areas of work that we would like the OM to tackle:

Administrative

  • Organize and maintain files, both physical and electronic, to ensure the ready availability and safeguarding of information.

  • Assure that needed supplies are on hand and that office equipment is operating correctly.

Financial:

  • Hiring and working with a contract accountant to ensure that financial reports and filings are prepared on a monthly and/or an as needed basis; respond to information requests from the Executive Director.

  • Coordinating annual audit preparations in collaboration with the Executive Director and contracted accountant.

  • Coordinating check requests, deposits, employee reimbursements, accounts receivable, invoice, and accounts payable processes.

  • Manage Quickbooks and work with our accountant to assure vendors are paid on time and funds moving in and out of the organization are accurately tracked.  

  • Creating new, smart systems that anticipate organizational needs.

Fundraising:

  • Processing credit card reports, membership dues ACH payments, and coding credit card transactions.

  • Track grant reporting and application deadlines.

  • Assisting the Executive Director with the organizational budget and year end reports to funders.

  • Manage all details of reports and queries for regular accounting of relationship management, fundraising measures, and mailing lists needed on a regular basis.

  • Create monthly donor reports for Board of Directors’ acknowledgments, assist in donor management.

  • Develop and manage fundraising accounts /inventory tracking.

Human Resources

  • Leading HR functions for the organization, such as orienting new staff, creating human resource systems as needed, and making sure personnel forms are completed and are updated as needed.

  • Primary lead on responding to any HR complaints or concerns.

  • Managing tracking of employee leave requests.

  • Managing benefits

  • Processing staff timesheets and administer payroll on a weekly basis, including expense and mileage reimbursements.

Logistics duties:  

  • Coordinating logistics (buses, food, ride plans) for our large actions in both Pittsburgh and Philadelphia.

  • Managing organizers’ and member volunteers’ input of data after events.

  • Booking travel and lodging for a variety of staff in order to ensure efficient use of resources.

Tech duties:  

  • Working as the liaison between our staff and our IT vendor.  

  • Translating to the IT vendor the nature of a staff member’s tech problem and help the staff member figure out what needs to be done to fix it.

  • Maintain tech inventory and accurately plan and budget for emergent and planned tech needs.

QUALIFICATIONS:

Bachelor’s degree or equivalent combination of education and experience in computerized composition, data development, accounting or business administration preferred.

Must work well with persons of varied sexual preference, racial, ethnic, cultural, socioeconomic backgrounds, and with individuals who are differently-abled.

Must have a demonstrated commitment to social justice and/or community service through previous employment and/or volunteer experience.

Must have database and computer based management experience including managing, maintaining and populating databases and computer files.

Must have experience in developing, directing and managing multiple projects and implementing program goals.

Must have strong administrative skills, be highly organized, motivated and remain flexible under pressure. Attention to detail and ability to organize and set priorities a must.

Must have strong troubleshooting and problem solving skills; ability to overcome technical and non-technical challenges.

Must have excellent typing/computer skills, including high proficiency in Windows, Quickbooks Pro and Microsoft Office Suite, in particular Excel.

Must be extremely analytical and detailed-oriented, and maintain a high level of data integrity.

It is critical that all applicants have the ability to work with people from diverse backgrounds and cultures, and challenge people to take risks in order to make change.

HOURS: Potential for full time hours depending on capacity, skills and ability. Minimum availability of 25 hours per week, Monday-Thursday.

SALARY: Depends on experience. Please come prepared to present your acceptable salary range.

BENEFITS: Competitive salary package and benefits. Full time availability and employment allows for fully paid health insurance, a part time position will receive a medical allowance. Access to optional 401K with generous employer match. Professional development opportunities. Competitive time off allowances.

LOCATION: Position is based in Pittsburgh, Pennsylvania but occasional travel within the state of Pennsylvania can be reasonably expected.

TO APPLY: Send a resume and cover letter explaining your interest to Operations@OnePA.org. Please include the words “Operations Manager” in the subject of your email.

Equal Opportunity: One Pennsylvania is an Equal Opportunity Employer. Women, LGBTQIA people, and people of color are strongly encouraged to apply.

One Pennsylvania  is an equal opportunity employer. One Pennsylvania does not discriminate against or tolerate harassment of any employee because of race, color, religion, creed, sex, age, national origin, ancestry, sexual orientation, gender identity or expression, marital status, physical or mental disability, any other basis prohibited by law, or protected activity under the anti-discrimination statutes.