Finance and Operations Manager

We are hiring a Finance and Operations Manager to evolve and manage the Prison Society's financial and operational systems. The Finance and Operations Manager will support and enable a deeply caring and highly professional organization dedicated to promoting the health, safety, and dignity of Pennsylvanians in prison and their families. This Manager will evolve, manage, and help run the organization's financial and operational systems, bringing the Prison Society to a new level of growth, efficiency, and impact. 

On any given day, 61,000 Pennsylvanians are incarcerated in state and county prisons. Incarceration in Pennsylvania increased 300 percent since 1980. Lack of access to health care, degradation, and isolation are some of the issues people in prison face. For 236 years, the Pennsylvania Prison Society has led the nation in calling for a more just and humane criminal justice system.   

Every month, more than 500 incarcerated people and their families ask the Prison Society for help with issues they face inside prison. Written into Pennsylvania law, Prison Society staff and volunteers respond to these complaints by going into correctional facilities, meeting with incarcerated people, assisting with the issues they are facing, and providing real-time information on prison conditions. 

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This is where you come in!

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What You’ll Be Doing

• Ensure the impeccability of our financial operations. You supervise and partner with our Accounting Manager to make sure that our day-to-day financial operations (accounts payable and receivable, banking, and payroll) run smoothly. 
• Evolve the office's operations to meet changing demands. As our small office grows, you take the lead in developing new processes and protocols related to finance and operations, including revising office policies and creating new ones. You are responsible for ensuring that we have the operational staff, consultants, brokers, and equipment we need. You are regularly looking for savings and improvements in these areas.
• Oversee the organization’s compliance efforts. You coordinate  and oversee our external financial, insurance, and funder audits and prepare our 990.
• Support budgeting and planning by working with the Executive Director and senior staff  you develop the organizational, program, and grant  budget. You keep a watchful eye monitoring grant spending, and are responsible for financial reporting to funders and ledger adjustments. You staff the finance and advancement board committees, getting them the information they need. 
• Manage the organization's closing statements, month end, quarterly and annual financial statements.
• Ensure staff  have what they need and are cared for by coordinating health insurance, 401k plans, and other benefits as needed. Maintain personnel files, the financial and operational onboarding of new hires and off-boarding of departing team members. You respond to requests for earnings and employment information and work with the Executive Director to run the annual performance review process.
• Manage the organization's integrity including our office lease, all matters related to our non-profit status and lobbying activities, insurance, document retention, employee policies and employment disputes. You keep everything in tip-top shape. 
• Run point on operational problems. When there’s a computer problem, phone issue, or something is in need of repair, you reach out to, and work with, the appropriate person to resolve the issue, i.e. our IT. support consultants or building management.  In need of new supplies?  You are the go-to. You are proactive about making sure we have the right equipment and the right support providers for our ever-evolving operational needs. 

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Your Core Competencies

• You have a minimum of five years full-time experience working in a similar finance and operations role. Candidates with at least one year of non-profit experience are highly preferred.  You must have an excellent command of Quickbooks, Excel, and Google Workspace and have used them in a professional setting. 
• You have experience administering benefit programs including health insurance, Flexible Spending Accounts, and 401k plans.
• You are fastidious. You pay attention to detail. Spreadsheets are your jam. You feel a sense of victory when you catch an error. You can't rest until you understand what you're working on and are able to ensure accuracy. 
• You masterfully juggle many tasks. New and often time-sensitive matters are always cropping up. You prioritize and reprioritize, exhibiting excellent time management and strategic problem-solving skills to ensure nothing is lost.
• You are a consummate team player. You must be comfortable with a balance of close collaboration, and independent execution. You know when to take the lead, when to play a supporting role, and when to ask for support. 
• You are professional and persistent. You are not intimidated by having to follow-up repeatedly with someone. You know how to do it in a way that is gentle and effective. Similarly, you are great about responding to people who are asking you for information and assistance. If you can't get them what they need right-away, you set their expectations. 
• You are a jack of many trades. You are excited to take on new projects and responsibilities as the office grows and changes. Learning new areas and skills excites you. Change and ambiguity are opportunities to create and grow for you. 
• You are personable and caring manager. You enjoy working with different groups of people on projects.  Your personable demeanor works well for a small office. You are comfortable managing a colleague. 

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What You Need to Know

• Location - This is a hybrid in-office/work-from-home position. You will work out a schedule with the Executive Director to include 1 day a week at home and 4 days a week in the office.  
• Hours - This position works 40 hours per week, primarily during regular business hours of 9am-5pm.  
• Manager - You will report to Claire Shubik-Richards, Executive Director of the Prison Society.   
• Direct Reports - An Accounting Manager as well as managing the contract with our external accountant. 
• Start date - As soon as possible
• Salary & benefits -  $68,000-$75,000. A flexible spending account, medical, vision, and dental insurance coverage provided. 
• Flexible time off - We encourage a healthy work-life balance and do not cap the number of days off our employees can take. In addition, we observe 11 paid holidays. 

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At the Prison Society, we don’t just accept difference—we celebrate it, we support it, and we thrive on it for the benefit of our staff, our mission, and our community. The Society is proud to be an equal opportunity workplace. Individuals directly impacted by the criminal justice system are encouraged to apply. 

• Salary & benefits - $68,000-$75,000. A flexible spending account, medical, vision, and dental insurance coverage provided. 
• Flexible time off - We encourage a healthy work-life balance and do not cap the number of days off our employees can take. In addition, we observe 11 paid holidays.