Operations and Finance Manager
Company: Alliance for California Traditional Arts
Posted on: November 16, 2021
Job Title: Operations and Finance ManagerLocation: 744 P Street,
#307, Fresno, CAReports To: Executive DirectorStatus: Exempt,
Full-TimeSupervises: 1 Administrative AssistantPosted: October
2021. Open until filled.
The Alliance for California Traditional Arts (ACTA) supports the
health, vibrancy, and evolution of the state's diverse cultural
traditions through advocacy, public programs, grant making, and
connections for folk and traditional artists. Recognized for its
visionary leadership, intellectual capital, and excellence in
program administration, ACTA was founded in 1997 by an alliance of
traditional artists, cultural workers, and arts administrators.
Since then, ACTA has grown into a $3.5+ million statewide
organization headquartered in Fresno, with field offices in Los
Angeles and San Francisco and remote staff located in various parts
of the state.
The Operations and Finance Manager will serve as a critical element
in the effective administration and smooth implementation of ACTA's
work. The position will be based in ACTA's Fresno office. The
Operations and Finance Manager is the interface between three
outsourced department functions: finance, human resources (HR), and
internet technology (IT). As such, this manager works closely with
all staff areas to support their initiatives within these
functional areas. In addition, the Operations and Finance Manager
works collaboratively with both program and development staff in
fund development; tracking, coding, and reporting on grant
expenditures; and in deploying grant resources toward their proper
purposes. ACTA is largely funded by government and private
foundation grants. In the last fiscal year, ACTA had 44 active
grants totaling $9.6 million.
The Operations and Finance Manager will supervise an Administrative
Assistant. Occasional statewide travel may be required with
expenses to be covered by employer.
Liaise with the outside accounting firm responsible for the
accounting functions of the organization.
Collaborate with Executive Director in financial decision
Develop organization's annual budget projections and three-year
Prepare regular accurate financial and risk reports for Executive
Director, board and staff.
Work with Finance department and program staff to provide grants
and contracts budget oversight: oversee independent contractor
agreements, terms, milestones, compliance; review and approve
invoices for payment, ensuring proper fund and budget attribution;
create and share budget monitoring reports and projections on a
regular basis and as directed.
Work with Finance and Development departments to prepare proposal
budgets and provide budget justification.
Work with Finance department and project managers to close out
grants and prepare final financial reporting.
Create and maintain cash flow projections and monitor bank
Assist and serve as primary contact in audit preparation.
Develop agendas, reports, and attend Board Finance Committee
Meetings, and draft and maintain minutes.
Coordinate the preparation of DataArts information and other
quantitative data as required.
Supervise Administrative Assistant.
Manage the organization's contract with an external HR firm and
serve as the liaison.
Oversee and manage the recruitment process for open positions.
Assist in onboarding of and termination of staff and serve as the
interface between HR and Finance during these processes.
Oversee the collection of timesheets and the processing of payroll
to third-party payroll provider.
Serve as a liaison to insurance company contacts to ensure
Maintain and organize liability insurance certificates.
Facilitate annual review of the Employee Handbook led by HR firm
and approved by the board of directors.
Educate employees regarding staff tools, equipment, policies and
Maintain pamphlets and posters related to HR compliance.
Annually review and update the Emergency Succession Plan.
Manage the organization's contract with an external IT firm and
serve as the liaison.
Manage database systems and protocols; assist with training and
protocol adherence; upgrade or make recommendations for
improvements as needed.
Serve as the in-house tech resource for staff by keeping an
inventory of hardware and software; anticipating needs, maintenance
Maintain office information inventory.
FACILITIES AND GENERAL ADMINISTRATION
Manage the organization's public interface via telephonic and
Manage office leases and maintain a safe and pleasant work
Maintain and improve the organization wide system of administrative
files and implement the document retention and destruction
Facilitate the transition to a paperless office.
Keep an updated desk manual for the Operations and Finance Manager
Perform other duties as assigned.
Training and Experience:
Bachelor's degree or equivalent experience as defined by a
combination of schooling, training, and/or work experience on a
A minimum of three years of experience in management and
administration, financial management, award contract compliance and
tracking project performance and costs via specific funding
Demonstrated ability to manage record-keeping systems and attain
deadlines in a fast-paced working environment.
Demonstrated ability to present complex material to internal
colleagues, funders, board members and other key stakeholders.
Skills and Abilities:
Experience with budget-tracking and project management.
Intermediate understanding of accounting concepts, budgeting
concepts, creating an audit trail, and operating internal
Ability to work with an electronic accounting software (QuickBooks
Proficiency in Microsoft Office (Excel, PowerPoint, Word), Adobe
Acrobat, Salesforce, and DocuSign. High proficiency with Excel
spreadsheets. Capacity to learn Submittable grant platform.
Excellent verbal and written communication skills.
Attributes and Behaviors
Commitment to upholding the values, mission, vision and policies of
Attention to detail.
Accountability: holds themselves accountable for making decisions,
managing resources efficiently and achieving and role-modeling ACTA
Collaboration: builds and maintains effective relationships with
colleagues, supervisors, donors, external partners, vendors and
Integrity: honest, open, reliable.
Systems thinking: when faced with a problem, seeks not only to
solve it, but to prevent recurrence, share knowledge, and make
Salary is commensurate with experience. All ACTA salaries are
benchmarked to nonprofit salary ranges. Excellent benefits
including holidays, medical, dental, vision, life insurance,
retirement plan contribution and flexible spending account.
Job available now and open until filled.
ACTA is an equal opportunity employer committed to diversity and to
creating a work environment where the individual is valued and
respected. ACTA welcomes applicants from diverse backgrounds and
seeks to hire qualified staff reflecting the rich diversity of the
communities we serve. We define diversity in broad terms to include
race, ethnicity, age, gender, religion, sexual orientation, gender
identity and expression, disability, geography, and socio-economic
Keywords: Alliance for California Traditional Arts, Fresno , Operations and Finance Manager, Accounting, Auditing , Fresno, California
Didn't find what you're looking for? Search again!