Finance & Operations Manager

Job Summary

Horton's Kids is seeking a detail-oriented and resourceful Finance & Operations Manager. This role brings together the organization's day-to-day finance, human resources, and operations work. The Finance & Operations Manager splits their time roughly equally across finance/accounting and human resources. The position keeps grant finance, accounts payable, payroll, the monthly close, and core HR processes running accurately and on schedule, and continuously improves the systems and processes behind them. Reporting to the Chief Operating Officer, the Finance & Operations Manager works across teams, departments, and outside partners, including our external accountants, to support staff and organizational performance in the service of youth, their families, and their community.

Key Responsibilities

Grant Finance Management

• Develop grant budgets for proposals in collaboration with the Development team.
• In collaboration with external accountants, coordinate financial reporting and tracking of grant funds, ensuring compliance with funder guidelines and organizational policies.
• Prepare grant reimbursement requests and funder invoices, and monitor payment status through receipt of funds.
• Assist with preparation of financial reports for funders and audits.

Accounts Payable and Credit Card Management

• Process vendor invoices and payments, ensuring accurate general ledger coding and timely disbursements.
• Administer the credit card purchasing process, including monthly reconciliation and coding and staff compliance with receipt requirements.
• Analyze purchasing trends and recommend cost-saving strategies.
• Ensure the organization does not pay sales tax on eligible purchases.

Monthly Close and Financial Reporting

• Submit all necessary documentation to the external accountants each month and resolve coding questions with them to ensure accurate and efficient financial reporting.
• Conduct a weekly revenue reconciliation with the Development team to ensure all gifts are coded accurately.

Budgeting, Financial Analysis, and Forecasting

• Assist in the preparation and maintenance of organizational budgets and forecasts.
• Work with the Chief Operating Officer to monitor actual spending against budget and report variances.

Payroll Administration

• Ensure all staff submit timecards and all supervisors approve timecards on time.
• Prepare semi-monthly payroll in UKG and process it once approved.
• Ensure payroll accuracy, including deductions, taxes, benefits, and compliance with local and federal requirements.
• Handle payroll-related questions from staff and troubleshoot issues as they arise.

Human Resources

• Train and support Hiring Managers on fair and equitable hiring practices, including job descriptions, postings, resume review, and interview matrices, and prepare offer letters for Hiring Manager and Chief Operating Officer approval. Troubleshoot any challenges within UKG.
• Coordinate administrative onboarding and HR and Operations orientation for full-time and part-time staff, including new hire paperwork, systems access, and orientation materials. Coordinate on 90 day onboarding plans in Asana with Chief of Staff.
• Track background check and clearance requirements for all staff (FBI and DC background checks, Child Protection Register checks, and TB tests), including grant-mandated requirements for program staff.
• Manage relationship with benefits vendors and brokers to ensure accurate and efficient benefit enrollment and administration.
• Maintain the HRIS (UKG Ready), including new hires, changes to titles and pay, separations, and paid time off balances.
• Maintain accurate and confidential personnel files, both digital and physical.
• Support the Chief Operating Officer in keeping the Employee Handbook and HR policies current, and track compliance with DC and federal employment requirements.
• Coordinate with the Chief of Staff to manage the administrative components of offboarding, including separation checklists and return of equipment.

Operational Coordination

• Coordinate day-to-day relationships with key vendors and suppliers, and maintain current vendor contract records.
• Liaise across teams to improve cost-efficiency in operations.
• Ensure all staff have the training they need to fully use organization-wide platforms and systems, such as Asana, Microsoft 365, and Teams.
• Ensure all staff have the training needed to optimize organizational resources and budgets through efficient workflows, procedures, and templates.
• Coordinate with IT service providers to ensure staff have the tools and technology they need to do their jobs effectively and manage their data.
• Develop and maintain standard operating procedures for finance, HR, and operations processes.

Compliance and Audits

• Follow and help enforce internal financial policies and procedures.
• Prepare documentation for audits.
• Maintain organized and up-to-date financial records for all accounts and grant-related transactions.
• Report operational issues and recommendations to the Chief Operating Officer.
• Execute other duties as assigned by the Chief Operating Officer.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, human resources, or a related field, or equivalent experience. (Additional experience may be considered in lieu of a degree.)
• A minimum of 5 years of experience in nonprofit finance, operations, human resources, or accounting, including grant financial management.
• Knowledge of nonprofit accounting principles, particularly grant fund management and compliance.
• Experience processing payroll and administering benefits through an HRIS or payroll platform.
• Working knowledge of employment law and HR compliance. Experience with DC employment requirements and HR credentials (SHRM-CP or PHR) are a plus.
• Proficiency in accounting software (QuickBooks Online preferred) and Microsoft Office, particularly Excel.
• Experience with accounts payable and accounts receivable management, particularly in nonprofits.
• Excellent analytical skills and attention to detail, with the ability to manage multiple priorities.
• Discretion and sound judgment with confidential financial and personnel information.
• Excellent and clear communication, strong interpersonal abilities, and ability to collaborate with diverse work styles and personalities.
• Comfort in fast-paced and uncertain environments. Ability to motivate self and others through obstacles.
• Commitment to the mission and values of Horton's Kids and the communities it serves.

Work Schedule and Location

• This is a full-time position based at Horton’s Hub, 2233 Hunter Place SE. Horton’s Kids administrative full-time staff currently work remotely two days per week. Monday, Tuesday, and Thursday are required inoffice days.

Horton’s Kids offers a generous benefits package including vacation hours, holiday breaks, sick time, parental leave, flexible hours and telework options, a 401(k) with an employer match of up to 3% after 90 days, mobile phone allowance, employer-paid medical, dental, and vision coverage with HSA/FSA options, beginning the first of the month after hire, and more.