Director of Finance and Operations

Position Summary

Reporting to the Executive Director, the Director of Finance and Operations is responsible for financial and contract management, human resources, facilities, technology, and special projects, while ensuring the seamless daily functioning of The Care Center’s office. The ideal candidate is a creative problem solver with a proven ability to handle a wide range of executive and administrative tasks, working both independently and as a strong team player. This role requires exceptional organizational skills, flexibility, and a passion for operational challenges and change in a collaborative environment.

Areas of Responsibility:

Financial Management

• Oversee accounts payable and receivable, payroll processing, reimbursements, and all insurance matters.
• In collaboration with the Executive Director, oversee the development of the annual budgeting process and budget tracking
• Provide financial statements and reports as needed for ED, board, and committees.
• Manage the audit process, including compiling required documents, assisting in reviewing audited financials and 990s, and coordinating communication with financial institutions.
• Administer various financial platforms, including payroll and Quickbooks. Keep team members up to speed on deadlines and action items assigned to them in the systems.
• Serve as primary point of contact for external accountants and auditor

Grant Management

• Provide project management support for grants proposals and reports.
• Develop budgets for grant proposals and reports.
• Develop and implement efficient systems for tracking state funding allocations and program expenditures.
• Assume responsibility for all contract billing with accuracy and timeliness.

Human Resources

• Manage all human resource functions, including: employee onboarding and offboarding, payroll and benefits, expense reimbursements, performance evaluations, and serve as point-person for all HR questions and concerns.
• Manage and negotiate employee benefit programs, including health/dental insurance, medical flex plans, disability insurance, and retirement plans.
• Support recruitment efforts, including posting job descriptions, fostering a diverse candidate pool, developing consistent and equitable hiring procedures, and overseeing screening of candidates
• Develop and maintain systems to establish organizational policies, documentation, and compliance measures
• Maintain an employee handbook that is aligned with organizational strategy and values
• Plan, lead, develop, implement and coordinate policies, training, initiatives and surveys to support the organization’s mission and staff needs
• Support other human resources activities as needed

Office & Technology

• Oversee and develop contracts and manage vendor agreements, resolving issues when they arise
• Act as the primary point of contact for external IT consultants.
• Assess and upgrade the technology infrastructure to support program and organizational growth.
• Oversee data management and collaborate with other team members to identify needs. Ensure data accuracy and integrity, and provide reports to other staff and board members as needed.
• Act as the primary point of contact for facilities consultants, including cleaning company, and coordinate maintenance, and repairs.
• Oversee internal office operations and trouble-shoot issues that arise as needed.

Additional Responsibilities

• Provide support for the Board of Directors, ensuring all required documents are completed annually and that reports and materials are prepared for Board meetings.
• Coordinate all logistics and materials for Board meetings, in collaboration with the ED.
• Attend board meetings and take and distribute minutes.
• Serve as a member of the leadership team, with a collaborative approach to problem solving.
• Provide direct supervision to the Administrative Assistant and Receptionist.
• Act as a liaison with external vendors
• Assure that all federal and state tax report, license, other agency documentation is filed in a timely and accurate manner
• Other projects and activities as requested by the Executive Director.