Chief Administrative Officer

About Literacy Partners

Literacy Partners advances literacy two generations at a time, by supporting adults, parents, and caregivers in nurturing the literacy skills they and the children in their lives need to thrive. We envision a world in which everyone has the literacy skills necessary to create social and economic opportunities for themselves, their children, and their communities.

Learn more about Literacy Partners: www.literacypartners.org

Position Description

Reporting to the Chief Executive Officer, and a key member of the Literacy Partners executive leadership team, the Chief Administrative Officer oversees key aspects of Literacy Partners’ financial systems, people and culture, and organizational operations and administration. This includes overseeing areas such as financial planning and management, budgeting, people and culture, IT systems, and day-to-day operations. The ideal candidate is a proven finance, HR, and operations professional, highly organized, attentive to details, with excellent communication skills, and a passion for the mission of Literacy Partners.

Responsibilities

Financial Leadership

• Ensure accuracy in all entry of financial transactions into the accounting system by the finance team.
• Oversee vendor payment process.
• Oversee staff credit cards, including ensuring that staff reconcile their card transactions in a timely and accurate fashion.
• Ensure proper financial records are maintained.
• Ensure the timely and accurate execution of monthly closes and consult with external auditors on any complex accounting issues.
• Lead Literacy Partners’ annual budgeting process involving all relevant staff and board members. Manage budget throughout the year, including monitoring spending, providing reports to staff managers, and building staff members’ budgeting skills.
• Oversee annual audit and Form 990 filing process.
• Ensure preparation of financial statements and reports for the leadership team, Literacy Partners’ Finance Committee, and board of directors, including forecasts of income and expenses to support decision-making.
• Continually improve financial systems and processes. Research and implement new financial systems that result in more streamlined and secure financial operations.
• Oversee administrative processes, such as contracts and document management.
• Support development team with grant budgets and reporting, and other projects as needed.

People and Culture

• Promote a people-centered workplace culture of joy and belonging, and ensure that the organization’s operations reflect our commitment to equity and inclusion.
• Advance the recruitment and retention of top mission-relevant talent by overseeing and improving functions such as compensation, benefits and leaves, performance and talent management, employee appreciation, training and development.
• Oversee systems and processes related to people and culture, including payroll, benefits, hiring, onboarding, and offboarding.
• Partner with the Executive Team to develop, implement and communicate human resource policies, procedures, laws, standards and government regulation.

Operations and Administration

• Oversee Literacy Partners’ work to promote health, safety, and preparedness for emergencies.
• Oversee administrative and technology systems (IT), ensuring stability, security, and efficiency. Conduct ongoing evaluation of all administrative and technology practices to assess needs, improve workflows, and manage organizational risk.
• Ensure timely submission of nonprofit legal filings as required by city, state, and federal law; maintain and ensure compliance with contracts and leases; serve as primary contact for insurance policies.

Partnership with Board of Directors

• Lead the activities of the Board’s Finance Committee. This includes partnering with the Chief Executive Officer and Committee Chair to keep the committee’s progress on track, prepare agendas and meeting materials, facilitate meetings and more.
• Prepare financial materials for meetings of the Board of Directors.
• Attend quarterly Board meetings and other board activities, and give presentations as needed.

Organization-wide Responsibilities

• Collaborate with executive leadership to define the organization's long-term mission and strategic goals, and ensure progress toward achieving those goals.
• Participate in organization-wide events.
• Participate in cross-department committees and teams.
• Other duties and special projects as needed.

Strong Candidates will Demonstrate the Following Qualifications:

• Bachelor’s degree required.
• At least seven years of professional experience, including at least two years of experience leading nonprofit financial management.
• Experience with a nonprofit audit.
• Excellent judgement and integrity, especially when addressing sensitive matters.
• Proven ability to foster a work environment where diverse team members feel valued and have a strong sense of belonging.
• Experience leading nonprofit budgeting and administrative functions.
• Experience operationalizing large government grants (e.g., compliance, billing).
• Proficiency in nonprofit accounting systems.
• Proficiency with G-Suite (Gmail, Calendar, Drive, Docs, and Sheets).
• Experience with Excel, including use of formulas and other features.
• Exceptional orientation to detail and obsession with accuracy.
• Passion for improvement of systems and processes, even when no one is looking.
• Excellent communication and collaboration skills.
• Strong ability to work independently and excellent time management skills.
• Leadership experience with a multilingual workforce.
• Passion for Literacy Partners’ commitment to advancing opportunity for underserved communities.

Additional Workplace Expectations:

• This is a full-time exempt position.
• Occasional evening work required.
• This is a hybrid position. Candidates for this position should be prepared to work in the office at least two days per week (Tuesday, Wednesday or Thursday)