Finance and Operations Manager (CCO)

TITLE:             Finance and Operations Manager

REPORTS TO:          CEO

HOURS:                     32 hours per week (80%) FTE, Monday-Thursday          

Join our growing staff of values-aligned team members in our downtown Oakland office, located between City Center and 19th Street BART stations. Common Counsel staff enjoy a four-day, 32-hour workweek.

Common Counsel Foundation is seeking a Finance and Operations Manager (FOM) who will be responsible for maintaining accounting and administrative systems for our general operations, private foundation clients, grantmaking funds and fiscally-sponsored projects. Reporting to the CEO, the FOM is a member of the leadership team and is responsible for all aspects of administrative operations, daily financial management, human resources, and facilities management. The FOM works closely with the CEO and a part-time Controller in the production and analysis of financial reporting and forecasting as well as annual information returns and audit. In addition, the FOM advises all staff regarding human resources matters and manages all staff regarding finance and operations policies and protocols

Now in its 28th year, Common Counsel Foundation is a consortium of family foundations and donor advised funds that have joined together to grow the resources available for progressive organizations and social movements.  Through CCF’s strategic philanthropic services, the Foundation prioritizes support for community-based organizations led by and for low-income people or people of color to advance equity and environmental sustainability.  More information is available at www.commoncounsel.org.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial Management

  • Maintains computerized ledgers in FundEZ including data entry of accounts payable, accounts receivable, cash receipts and bi-weekly cash disbursements, earned revenue income and online donations
  • Supports Controller in preparing for annual fiscal audit by independent CPA
  • Supports Controller in the production of the annual forms 1099/1096 for contractors, W2/W3 for employees, and all other required federal, city, county and state filings
  • Participates in annual general operating budget process, coordinates budget review for Management Team, supports staff to understand the budget and budget-related activities
  • Supports Controller by assisting staff of fiscally-sponsored projects with maintaining and tracking annual budget and cash flow
  • Responsible for preparing quarterly organizational financial statements, produces departmental and project financials as needed
  • Distributes financial statements and activity updates to all donor-advised fund advisors
  • Gathers information, and enters journal entries for the quarter-end closing process
  • Fields finance-related questions from staff as needed
  • Maintains accounting records retention including accounts payable and receivable records, and all other records as required by law
  • Supports Controller in the review of contracts for accounting, employment law and other legal issues
  • Maintains all financial files including memorandums of understanding, contracts, W-9s, leases, grant award letters and all other legal documents and agreements

Human Resources

  • Supports CEO in the hiring and management of consultants as needed, including employment law attorneys, insurance brokers and human resources consultants
  • Develops and recommends human resources policies and strategies as needed, in partnership with the CEO and the Board of Trustees
  • Assures accurate and up-to-date documentation of all policies and procedures related to personnel
  • Monitors and supports organizational compliance with the employee handbook and employment law, particularly where supervision is concerned; keeps abreast of legal changes and flags concerns for CEO and Management Team
  • Completes records for personnel files and I-9s, as well as medical files as needed; maintains checklists and forms for hiring, on-boarding and termination
  • Maintains and oversees tracking system for accrued vacation and sick time for staff
  • Manages and annually reviews coverage, enrollment, vendors, accounting and compliance for staff benefits plans, including health, dental, vision, workers comp and Simple IRA retirement plan
  • Supports staff with troubleshooting benefits problems, coordinating with insurance brokers whenever necessary
  • Primary point of contact with employees of fiscally-sponsored projects for human resources support; maintains communication around staffing levels, salary changes, benefits and compliance needs 

Information Technology

  • Supports CEO in the hiring and management of IT contractors as needed, including an on-call IT consultant and database developers
  • Fields simple IT problems and computer roll outs and schedules the on-call IT consultant for more complex tech support and installations
  • Manages IT budget and works closely with CEO on strategic planning and implementation
  • Supports CEO in the administration of IT infrastructure, including computers, servers, network performance and security, data backup, email, calendar and domain registration/acquisition, in the main office and remotely
  • Purchases and assigns computer equipment and software for staff, balancing the needs of positions with both the IT budget (including support required for the equipment) and the overall organizational budget; seeks buying advice from IT consultants

Office Management

  • Manages contractors as needed, including cleaning and maintenance vendors, office equipment and telephone service vendors
  • Ensures functionality of operations including: coordinating office flow and organization, supplies, equipment and furniture, volunteers, and communication with building property management; supports with development needs to provide events coordination across the organization
  • Manages Operations budgets and related vendors, including occupancy, office services, insurance, legal
  • Oversees office management, setting office and security policies for staff
  • Manages office equipment purchasing
  • Anticipates and plans for major outlays for facilities and operational infrastructure
  • Supports CEO in the negotiation of property leases, leads office moves and expansions
  • Secures and maintains general liability insurance, including directors and officers insurance, with an eye on the changing requirements for a growing organization
  • Manages insurance requirements for events and new activities
  • Supports Controller in maintenance of insurance and legal records retention

Qualifications

  • BA/BS or equivalent work experience required, degree in accounting preferred
  • Minimum of at least four years of direct and substantial accounting experience required
  • Minimum of at least three years of operations or office management experience required
  • Strong knowledge of GAAP and FASB reporting standards required
  • Expert level with Microsoft Excel and Microsoft Office suite required
  • Familiarity with FundEZ preferred, experience with QuickBooks required
  • Extensive accounting experience, including with month-end and year-end close, cost allocation procedures and payroll required
  • Proficiency with fund-accounting, financial statements and budgets required
  • Ability to present information and analysis clearly and concisely, especially financial information required
  • Experience with human resources management, legal compliance and risk management required
  • Experience overseeing IT functions preferred
  • Ability to deftly manage projects and professional relationships required
  • Strong critical thinking and creative problem solving skills required
  • Ability to balance attention to detail with big-picture thinking required
  • Highly organized and systematic with strong time management skills and ability to juggle competing priorities and deadlines required
  • Excellent oral and written communication skills required
  • Ability to effectively communicate with people at all levels and from various backgrounds required
  • Comfortable handling and being exposed to sensitive and confidential information required
  • Ability to respond effectively to sensitive inquiries or complaints required
  • Fluency in a language other than English is a plus
  • Passion for racial, social and economic justice required

Compensation/Benefits:

  • Salary commensurate with experience
  • Excellent and generous benefits include paid vacation and sick time off, sabbatical, health, dental, vision, and employer-administered simple IRA retirement plan with employer match
  • Four-day (32 hour) workweek, with some flexibility in scheduling for both parties. Occasional evening and weekend attendance at meetings is required

TO APPLY:

Email a cover letter, resume, and salary requirements with subject line “FOM application” to jobs@commoncounsel.org   

No phone calls, please. Due to the high volume of applications, only those selected for further discussion will be contacted. 

Common Counsel Foundation is an equal opportunity employer and does not discriminate on the fact or perception of age, race, color, gender, gender identity, gender expression, sexual orientation, citizenship, ancestry, national origin (including language use restrictions), domestic partner or marital status, religious creed (including religious dress or grooming practices), medical condition (including genetic characteristics, genetic information and cancer) military or veteran status, family care status, sex (which includes sexual harassment, gender harassment and harassment based on, pregnancy, childbirth, breastfeeding or related medical conditions), mental or physical disability, including HIV and AIDS, or any other basis protected by federal or state law or local ordinance.