Operations Manager

About the Role

The Operations Manager plays a key role in ensuring that core systems across finance, technology, and day-to-day office operations run smoothly and reliably. This role oversees essential operational areas—such as accounting workflows, payroll processing, and IT systems administration—and supports the implementation of practical, technology-forward solutions that improve how the organization operates.

Reporting to the Director of Operations, the Operations Manager will take the lead on many essential back-end functions, working independently on well-defined responsibilities while also collaborating on cross-functional projects that require thoughtful coordination. The person in this role will help steward operational infrastructure, manage relationships with external vendors (such as the contract bookkeeper and IT consultant), and bring an eye for continuous improvement to both routine processes and evolving systems. Over time, the scope of this position may evolve based on the candidate’s interests and strengths, as well as emerging organizational needs.

Duties and Responsibilities

Finance and Accounting

• Serve as point of contact for the contract bookkeeper, overseeing accounting work, resolving issues, and supporting accurate recordkeeping.
• Manage the full accounts payable process in QuickBooks Online, including managing vendor records, entering bills, and processing payments.
• Administer semi-monthly payroll, including oversight of timecards, vacation accruals, and retirement contributions.
• Review and ensure proper coding of employee reimbursements and corporate credit card charges using the organization’s spend management platform (Rippling).
• Support financial operations through tasks such as gathering documentation for audits, assisting with special projects, and collaborating with the Director of Operations on evolving accounting and reporting needs.

Information Technology and Systems

• Act as administrator for organization-wide tools including Google Workspace, Zoom, and Slack, handling permissions, group settings, and platform troubleshooting.
• Coordinate with the organization’s third-party IT consultant to support staff hardware and software needs, assist with device setup and access, and resolve technical issues as they arise.

General Operations

• Oversee day-to-day office operations, including ordering supplies, managing mail, addressing basic technology issues, and coordinating with building management to resolve facility-related needs.
• Organize recurring in-office events such as monthly lunches and other activities to support broader team engagement.
• Contribute to the development, documentation, and maintenance of internal policies and procedures related to HR and operations.
• Support cross-functional processes related to HR operations - such as onboarding, open enrollment, and performance reviews - in coordination with the Director of Operations.
• Identify and recommend opportunities for improving internal systems, tools, or workflows across operations functions.

Qualifications

To effectively perform this role, an individual must be capable of performing each essential duty satisfactorily. The qualifications listed are representative of the knowledge, skills, abilities, education, and experience necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Core Skills and Attributes

• Demonstrated ability to take initiative and solve problems.
• Effective time management and the ability to manage multiple workflows across operational areas.
• Strong decision-making skills and the ability to plan at the operational level, anticipating organizational needs.
• A collaborative mindset with the ability to lead initiatives and work as part of a team.
• Excellent communication skills, with the ability to convey operational changes and collaborate across roles to align shared goals.
• Commitment to social, racial, and economic justice, with the ability to integrate these values into organizational policies and practices.
• Experience managing relationships with contractors or vendors, setting expectations, monitoring deliverables, and resolving issues collaboratively.
• Demonstrated reliability in maintaining shared physical workspaces and coordinating on-site needs.
• Demonstrated ability to handle sensitive information with integrity and confidentiality.

Experience and Technical Proficiencies

• Experience with general accounting tasks such as entering bills, processing payments, with knowledge of coding expenses to support accurate general ledger reporting.
• Familiarity with double-entry bookkeeping and nonprofit accounting principles (preferred but not required).
• Experience using accounting systems; familiarity with QuickBooks Online is preferred but not required.
• Experience administering payroll and working with HR systems.
• Familiarity with HR processes such as onboarding, benefits administration, and performance management.
• Experience improving or building internal operational workflows or tools, with comfort designing and implementing process changes in collaboration with others.
• Comfort navigating and troubleshooting common workplace platforms (e.g., Google Workspace, Zoom, Slack), with the ability to learn and adapt to new tools independently.
• Proficiency with spreadsheets (e.g., Excel or Google Sheets), including basic to intermediate formulas, formatting, and data organization for operational tasks.

We understand that not every individual will possess every characteristic listed in our qualifications. However, if you believe in your ability to excel in this role and feel a strong alignment with our organization's values and mission, we encourage you to apply. Our team values diverse experiences and perspectives and is committed to providing a supportive environment where talents can flourish. Even if you don't meet every criterion, but feel that this is the right fit for you, we would love to hear from you.

Physical and Location Requirements

The Budget Center strives to work with each staff member to provide flexible schedules and accommodate personal obligations in pursuit of creating and maintaining a strong work-life balance and well-being. We provide telework/remote work, in-person/in-office, and hybrid work arrangements.

• Prolonged periods sitting at a desk and working on a computer and using a computer and mouse.
• Occasional travel is required (work travel is fully reimbursable).
• This is a hybrid position based in the greater Sacramento region, with an expectation of in-person presence at our Sacramento office two days per week. The role includes responsibilities related to office operations, and regular physical presence is essential to success in the position.