Operations and Finance Manager

Reports to: Executive Director 

Office Location: Keeseville, NY (2-3 days/week) and hybrid remote (2-3 days/week)

How to apply: Send cover letter and resume to [email protected] with the subject line “Operations and Finance Manager Application” by July 31. Applications will be reviewed on a rolling basis as they are received until the position is filled. 

Organizational Mission Statement and Culture

Based in Keeseville, NY, is an independent regional nonprofit founded in 2011, whose mission is to take action with partnership and creative problem solving to make life better for people and nature in the Adirondacks. We are an incubator for social and environmental change, and we love taking bold swings to change the region we love for the better. Our workplace is focused on helping our staff do the best work of their careers while supporting each other as whole people. All staff members at AdkAction contribute to problem discovery and project impact no matter their role to advance our problem solving mission together. No problem or project stays with the organization forever, so our work is ever-changing. 

About this Job Opportunity

We’re looking for a proactive, communicative, and detail-oriented operations and finance leader to join our team as Operations and Finance Manager. This is the right role for someone who enjoys designing and leveraging systems that turn siloed individual decisions into holistic and efficient processes, and shaping a financial strategy for a growing nonprofit. This role is key to keeping our complex organization financially healthy and in good standing, catalyzing successful events, and ensuring their fellow staff members, Board of Directors, members, and volunteers have what they need to engage well with AdkAction. We need a leader who can curate a foundational set of operational processes to return to again and again, no matter the nature of our projects, to keep us efficient and focused on what matters. 

Reporting to the Executive Director, the Operations and Finance Manager oversees AdkAction’s financial operations, organizational compliance and best practices, human resources, records and database, and events and volunteer leadership in collaboration with fellow staff teams. This role is a key organizational partner, keeping daily operations running with accuracy and efficiency while contributing to longer-term planning and process improvement.

For the right enthusiastic candidate, some skills may be learned on the job. 

Position Description

Finance

• Lead the annual budgeting, forecasting, and financial planning process in partnership with the Executive Director, Board Treasurer, and Team leads.
• Serve as the Staff Liaison to the Finance Committee of the Board of Directors, ensuring the accurate and timely distribution of monthly financial reports and working with the Treasurer and Committee on financial matters. 
• Guide a third-party contract bookkeeper to book accurate accounting entries, including accounts payable, accounts receivable, payroll, capex, vendor payments, and cash/bank account reconciliations. Candidates may also serve as a qualified bookkeeper in-house if those skills are present.
• Prepare and maintain financial statements and management reports, cash flow forecasts, and variance analyses. 
• Coordinate and prepare for the annual audit, tax filings, Form 990, CHAR500, and related compliance reporting with the Executive Director, Board Finance Committee, and external auditors.
• Support grant budgeting, tracking, compliance, and reporting in collaboration with the Executive Director, Project and Fundraising Managers, and bookkeeper.
• Develop, maintain, and improve internal financial controls, policies, reporting tools, and accounting processes to increase accuracy, efficiency, and transparency.

Operations

• Partner with the Executive Director to ensure organizational systems, workflows, and infrastructure are in place for successful mission fulfillment.
• Manage vendor and contractor relationships, documentation, reporting processes, and administrative coordination with collaboration from project staff. 
• Ensure grant-funded projects are executed in alignment with funder requirements, approved budgets, internal timelines, and reporting deadlines.
• Manage organizational compliance requirements, including timesheet system, payroll, insurance renewals, regulatory filings, audit preparation, and applicable local, state, and federal requirements.
• Identify and resolve operational bottlenecks across departments, helping improve efficiency, accountability, and cross-functional coordination.
• Monitor risk management policies and procedures to help minimize programmatic, financial, operational, and organizational risk.
• Lead AdkAction human resources need including policy upkeep, documentation, benefits administration, and correspondence.
• Serve as event planning logistics lead for the organization in support of and in collaboration with all other staff teams, including event design, procurement, licensing, venues, rentals, and other logistics.  
• Manage AdkAction volunteer engagement in collaboration with staff team seeking volunteers
• Manage the organizational Salesforce database for the organization, including base member solicitations, base acknowledgement letters, report creation, and daily entry upkeep. 
• Serve as a front-facing ambassador for AdkAction over email, phone, and in person, at times serving as the first point of contact 
• Assist with other full team needs as they arise.

Qualifications

• 4-8 years of progressive experience in finance, events, operations, administration, or a related field, with experience managing budgets, processes, projects, or cross-functional work.
• Strong financial and analytical skills, including experience with budgeting, forecasting, reporting, expense management, and variance analysis.
• Ability to learn new systems, processes, compliance requirements, and reporting structures quickly and apply them with accuracy and sound judgment.
• Strong organizational and management skills, with the ability to manage multiple priorities, deadlines, stakeholders, and details.
• Clear and collaborative communicator who can work effectively with leadership, staff, board members, vendors, funders, partners, and the public.
• Proficiency with Google Workspace, QuickBooks Online, Salesforce or other CRM systems are a plus.

Terms and Compensation

This is a full-time, salaried, exempt role with an annual compensation of $60,000-$63,000. Benefits include:

• 20 vacation days, 8 sick days, and 12 paid floating holidays 
• 100% coverage of employee healthcare benefits, with dental and vision coverage at employee expense 
• Local Agriculture CSA share stipend 
• SIMPLE IRA Plus matching (up to 3%) after completing one year of full-time service
• Access to professional development opportunities 
• Flexible schedule and other accommodations to support staff success and wellbeing 

Commitment to Equal Opportunity Hiring

AdkAction is an Equal Opportunity Employer. Employees are selected on the basis of their individual qualifications and ability to fulfill the requirements of the job. The same considerations apply to promotions, pay increases, and all other conditions of employment with AdkAction.