Hiring Organization Information
Position Information
ABOUT US:
Childswork Learning Center is a non-profit preschool and early childhood learning center located on two campuses in SE Portland that was founded in 1984 with the fundamental belief that each young learner is unique and capable of taking responsibility for their own growth. Childswork began with a unique opportunity to blend hearing, deaf, and hard-of-hearing children in a preschool setting, which became the foundation of the school’s ethos of focusing on the whole child and the importance of acceptance, belonging, and responsibility. Building on this initial foundation, the program is based on developmentally appropriate practices, emergent Constructivist pedagogy, and child-initiated environments, all of which support confident and creative learners.
Currently, the organization is recovering from the financial obligations placed on it by the pandemic, unexpected location changes, the addition of classroom support staff, and the move to Preschool for All (https://www.multco.us/preschool). We are seeking an experienced professional to oversee finance and operations for the organization. Childswork has an annual operating budget of about $3 million and currently employs 36 people.
Finance & Operations Manager
Position Description
Reports to: Executive Director
Hours: 40 hours per week/ Full-time/ Exempt
Location: Portland
Salary: $70,000-$80,000
Benefits: Medical, Dental, Vision, PTO, Retirement and more (see benefits details below)
POSITION OVERVIEW:
The Finance & Operations Manager provides a critical function in ensuring the efficient, effective, and accurate financial and operational management of the school. This full-time position reports to the Executive Director and works very closely with the administrative team. The Finance & Operations Manager also plays an important role in working closely with families and teachers regarding day-to-day financial & operational issues that arise.
Key Responsibilities
Finance & Accounting (50%)
Childswork contracts with an outside accounting company for a number of day-to-day accounting functions that include payroll, accounts receivable and payable, and account reconciliation. The Finance and Operations Manager will be the primary liaison with the outside accountants.
General Financial Compliance:
• Ensures compliance with restrictions and provisions of all funding sources.
• Oversees all required financial submissions are timely and accurate (1099, 990, 5500, CT-12, taxes, etc.).
• Risk management and insurance contract administration.
• Oversees unemployment benefits administration.
Budget & Forecasting:
• Financial Planning – long-term strategic budgetary planning and modeling to short term grant and funds allocations and monthly results reviews. Creates and updates budgetary models for changing business cases such as PFA, teacher ratio models, variations in campuses, etc.
• Develops annual budget in collaboration with the Executive Director and Board of Directors.
• Monthly overall financial analysis & results.
• Prepares monthly budget/expense reports.
Financial Statements & Reporting:
• Prepares monthly financial statements.
• Presents annual budget and financial statements monthly to the Board of Directors for approval, as required.
• Tracks all expenditures related to grants and restricted funds or contractually limited dollars such as PFA.
• Validates compliance with all funding sources.
Accounts Receivable:
• Performs collections as required.
• Posts late fees.
• Prepares monthly aging schedules.
• Reports overdue accounts to Executive Director.
Donations/Fundraising:
• Collaborates with ED to set annual Fundraising targets.
• Reconciles Fundraising – prepares detailed reports of line item spends.
• Maintains investment reports.
• Ensures donations are tracked, receipted and acknowledged.
• Assists the Board of Directors fundraising efforts, as needed.
General Operations Duties (50%)
Human Resources:
• Collaborates with Administrative Team to ensure all new hire files are complete.
• Liaison to all employee benefits providers.
• Provides information and alternatives to Executive Director regarding retirement and health benefits.
• Processes paperwork for 403b and medical, dental benefits.
• Tracks staff vacation, personal time, and sick leave accrual.
Facilities and Maintenance
• Manage day-to-day operations.
• Lead the review and development of handbook and associated policies.
• Provide clear communications to faculty and staff regarding physical space.
• Maintenance: Manage Maintenance and Janitorial personnel (two people). Prepare an annual Facilities & Maintenance Plan coordinated with the school calendar. Manage annual Maintenance budget.
• Food Program: Manage Food Program and Kitchen staff (two people), oversee Food Program and compliance to CAFCP requirements, support management of Food Program budgets and grants.
• Facilities: Manage relationship with landlords. Ensure compliance with location leases. Manage utilities and associated budget. Physical security responsibilities – keys, alarms, codes, etc.
• Serve as back-up Director if/when Executive Director is not available.
REQUIRED QUALIFICATIONS
• A minimum of 5 years’ experience in accounting and finance, or equivalent related experience.
• Minimum 2 years of experience in not-for-profit accounting, or equivalent related experience.
• Proficiency with QuickBooks and Excel.
• Experience managing facilities, operations or food service, or equivalent related experience.
• Able to pass required background checks for organization working with children.
PREFERRED QUALIFICATIONS AND ATTRIBUTES:
• Experience in managing state and/or federal funding.
• Interest in early childhood education.
BENEFITS:
There is a 30-day waiting period, then the employee enrolls in benefits on the first of the month following the 30-day waiting period.
• 50% Employer-paid medical (for employees)
• 100% Employer paid vision and dental insurance (for employees)
• Retirement plan 403b with employer contributions 3 weeks PTO effective on start date
• Bereavement and Sick leave
• 11 paid holidays