Finance and Operations Manager

OVERVIEW

Are you an experienced nonprofit finance and operations professional who’s passionate about social justice and supporting other organizations that center this work? Do you enjoy building strong financial systems, improving operational processes, and helping nonprofits thrive? Do you love the idea of working from home for an idealistic organization? If your answer is yes to any of these questions, then read on!

This is an exciting opportunity to join The CANOE Collective (CANOE), a creative start-up organization that’s filling a critical need in the nonprofit sector. We’re looking for a finance and operations manager to join our team full-time and help our nonprofit partners to build and/or maintain strong financial systems and operational foundations. Our ideal candidate is someone who is highly proficient in QuickBooks Online and brings experience in nonprofit financial administration and operations including day-to-day bookkeeping, financial reporting, tax filings, HR and administrative support, compliance, contract management, and maintaining effective organizational systems and processes. We are looking for someone who is proactive, highly disciplined at staying organized, and rarely (if ever) needs reminders about getting stuff done. Being tech-savvy and a bit of a nerd when it comes to new apps and technology are also a plus!

This is a full-time, virtual position based anywhere in the United States with a salary range of $80,000 to $91,000.

ABOUT CANOE

CANOE is a collective of operations professionals who fiercely believe that nonprofits must be strong from the inside out in order to make a significant impact on the world. We partner with nonprofits on building the equitable and inclusive processes, infrastructure, and systems necessary to grow and thrive. Our small but mighty team provides both day-to-day operations support and big-picture consulting services in the areas of HR, IT, financial management, governance and compliance. In short, we aim to Create A New Operational Excellence (CANOE). 😊

The following values are the foundation underlying our relationships, decisions, and day-to-day practices:

• Transformative strength: We approach organizational challenges with curiosity and compassion, supporting the development of transformative strategies that build strength from within. We champion strong foundations and internal infrastructure as core necessities for positive change in the world. We strive to build and continuously improve sustainable systems that both address current challenges and prepare for the needs of tomorrow.
• Justice Centered: We uphold the principles of equity, anti-oppression, and accountability in all our actions and decisions, promoting a just, fair, and ethical world for everyone. We stand with all people subject to abusive systems of power and privilege.
• Dedication: We are dedicated to the missions of the partners we serve and deliver high quality operations work that enables partners to focus on impact.
• People First: We place people at the center of everything we do. We prioritize the well-being and development of individuals and build inclusive, accessible, and empowering environments where everyone can thrive.
• Community: We foster a culture of mutual respect and strong connections where different identities are welcomed, and collaboration is encouraged to achieve common goals. We aim to advance the improvement of nonprofit operations by connecting operations-focused professionals through knowledge sharing and learning.
• Collaborative Leadership: Our leadership philosophy is rooted in collaboration, where every voice is valued and diverse perspectives contribute to our collective success. We empower individuals to take initiative, fostering a collaborative environment where leadership is a shared responsibility.

RESPONSIBILITIES

You will support approximately 4 to 8 nonprofit partners, providing financial management and operational support to help them maintain strong systems, reliable processes, and effective day-to-day operations. Responsibilities may include:

Financial management and bookkeeping

• Maintaining accurate financial records in QuickBooks Online or other accounting systems, including transaction entry and coding, bank and credit card reconciliations, invoicing, and recording payments.
• Managing accounts payable processes, including reviewing and processing vendor bills, coordinating approvals, and executing payments through financial management platforms such as Ramp or Bill.com.
• Preparing and posting journal entries, including monthly allocations, and maintaining supporting schedules for prepaid expenses, depreciation, amortization, and restricted net assets.
• Preparing monthly financial statements, management reports, and other financial analyses.
• Processing payroll and maintaining accurate payroll records.
• Supporting budgeting, financial monitoring, cash flow tracking, and grant and contract financial management, including maintaining related data and preparing reports.
• Maintaining organized financial records and supporting documentation, assisting with audits, financial reviews, and required federal, state, and other external reporting, including 990s and 1099s.
• Identifying and implementing improvements to financial systems, workflows, and internal controls to strengthen accuracy, efficiency, and timely financial reporting.

Organizational Operations & Administration

• Supporting the development and maintenance of organizational policies, procedures, workflows, and administrative systems that strengthen organizational capacity and sustainability.
• Coordinating administrative processes, including employee reimbursements, vendor management, contract administration, document organization, and records management.
• Supporting HR administration, including recruitment coordination, onboarding and offboarding, employee documentation, benefits administration, payroll coordination, and maintenance of personnel records.
• Coordinating organizational compliance activities, including charitable registrations, annual state filings, insurance renewals, and other regulatory requirements and deadlines.
• Maintaining organizational and governance records, including corporate documentation, board materials, and other records necessary for effective organizational management.
• Supporting technology and IT administration, including software and vendor coordination, user account management, troubleshooting, and implementation of basic IT security practices.
• Coordinating operational projects and helping develop systems, templates, SOPs, and other tools that improve organizational efficiency, consistency, and effectiveness.

CANOE Organizational Support & Collaboration

• Collaborating with CANOE colleagues to deliver timely, high-quality, and responsive support to nonprofit partners.
• Helping maintain and strengthen CANOE's internal processes, workflows, and systems to support organizational effectiveness, accountability, and sustainable growth.
• Contributing to the development of tools, SOPs, trainings, and resources that strengthen nonprofit financial management and operational capacity.
• Researching nonprofit financial management and operational best practices, emerging trends, and technology solutions to inform recommendations to partners.
• Coordinating internal projects and contributing to cross-functional initiatives, organizational planning, and team coordination.
• Participating in organizational planning, team meetings, professional development, and other shared responsibilities.
• Contributing to a collaborative, equitable, and mission-driven organizational culture grounded in CANOE's values.

ABOUT YOU

• You have a demonstrated commitment to advancing social justice and addressing systemic inequities.
• You have at least 5 years of nonprofit bookkeeping experience, including experience filing 990s and 1099s. Bonus points if you’ve obtained a bookkeeping certification offered through NACPB, AIPB, or Intuit, or are a CPA
• You have at least 3 years of experience carrying out HR, IT, compliance and/or administrative activities for a nonprofit or small business.
• You feel very comfortable using Quickbooks Online. Experiencing using Sage Intacct, Zoho Books, and/or Ramp is a plus.
• You have a strong understanding of nonprofit financial management, internal controls, and compliance requirements.
• You are extremely organized and attentive to detail. You maintain to-do lists, create agendas and take detailed notes during meetings, and very rarely miss a deadline. Bonus points if you have experience with project management.
• You have a continuous improvement mindset. You look at systems and processes and propose improvements that can strengthen outcomes and bring efficiencies to the work.
• You take ownership of your work and are very proactive, finding opportunities to fill in the gaps when you see them.
• You’re able to translate goals and assignments, which may be vague or ambiguous, into actionable plans. You take initiative to ask about milestones, deadlines, requirements, and seek clarification at the start as needed before implementing the plan.
• You’re able to quickly learn and become proficient in new software and online applications.
• You have excellent oral and written communication skills.
• You have experience handling confidential information with discretion.
• You are available during regular business hours (9am-5pm ET) for team meetings and to support partners.
• You live somewhere in the United States and are comfortable working in a remote environment.
• You believe that strong nonprofit financial management and internal operational systems can help nonprofits grow and strengthen their impact on the world.

Small nonprofits facing disproportionately high barriers to growth and success often are those run by BIPOC and LGBTQ individuals, people with disabilities, folks from economically disadvantaged backgrounds, and members of other marginalized groups. Because we believe that members of such communities must be centered in our work, if you identify with one or more of these groups, we strongly encourage you to apply.

Please let us know what accommodations you might need when applying or if invited for an interview.

We are a small organization but provide generous benefits including:

• Revenue share at least once per year
• Health, dental, and vision insurance with premiums covered at >85%
• Medical and Dependent Care FSAs
• 401(k) with up to 3.5% employer match
• Technology and home office reimbursements for new and current employees
• $75/month internet and cell phone stipend
• Generous PTO (25-30 days depending on tenure), plus 11 holidays, a floating holiday, a week off around July 4th, a week off between Christmas and New Year’s, and a PTO day on your birthday
• Paid family leave, plus additional leaves
• $1,000 annual professional development reimbursement
• Short-term disability, long-term disability and life insurance