Operations & Finance Manager

Job description

Operations & Finance Manager Job Description Position Summary: AEME is seeking a highly organized, collaborative, and mission-driven Operations and Finance Manager to oversee the internal operations of our growing nonprofit organization. This broad generalist leadership role supports the systems and infrastructure that allow our schools and programs to operate effectively and sustainably in service of children and families. The Manager oversees core administrative functions including financial operations, human resources administration, payroll coordination, compliance tracking, contracts, technology systems, facilities coordination, and organizational operations. This position plays a key role in maintaining strong organizational systems, supporting fiscal stewardship, and helping ensure a positive, equitable, and well-functioning workplace culture. The role is ideal for someone who enjoys balancing systems thinking with detailed administrative work, thrives in a collaborative environment, and is excited to help strengthen organizational infrastructure within a growing mission-driven organization. We are seeking a leader who demonstrates sound judgment, initiative, professionalism, flexibility, and strong commitment to equity, inclusion, and culturally responsive workplace practices in both organizational practices and relationships. Individual who is calm, kind and enjoys working with adults in a child centered environment. Candidates who are fluent in Spanish/English are strongly encouraged to apply. Reports To: Executive Director Work Location: SE Portland, Oregon (Hartley Montessori site), and in community at AEME locations. Potential option for 2 days per week of remote work upon verification that workspace meets our data privacy standards for visual and auditory privacy, and physical security due to the sensitive nature of this position, which involves handling confidential employee and student information. Note: This position will require Oregon drivers license, insurance, and regular access to personal transportation as the position works in community and needs to perform work tasks at AEME school locations. Position Schedule: This is a part-time position weekday school hours position. Option for either .6 FTE (24 hrs per week) or .8 FTE (32 hours per week), with scheduled hours at least 4 days per work week. Anticipated start date: October or November 2026. Focus Areas: 100% Administrative/Operations Primary Areas of Responsibility Financial Operations (AEME contracts with an external bookkeeping firm) Review, code, and submit invoices and payments in a timely manner Ensure expenses, revenues, and supporting documentation are accurately recorded Support grant invoicing and fund drawdown processes Coordinate submission of documentation required for contracts, ACH setup, insurance, and funding compliance Review monthly financial reports and identify discrepancies, missing expenses, or coding adjustments Provide payroll allocation reports and upload payroll documentation Review quarterly payroll tax filings and payments for accuracy and timeliness Manage agency credit cards, vendor W-9s, and related financial documentation Maintain budget tracking and financial analysis tools Provide financial analysis and reporting support to the Executive Director and School Leadership Collaborate with the Executive Director on annual budget development; retirement plan compliance review and filings; tax filing process with CPA Human Resources Support equitable and inclusive employee practices through consistent implementation of policies, accessible communication, thoughtful onboarding, and culturally responsive workplace systems Support the full employee life cycle, including recruitment, onboarding, benefits administration, personnel records management and offboarding Coordinate employee job postings and applicant tracking systems Maintain and support agency HR systems and employee documentation Process payroll and coordinate employee deductions, benefits, and retirement contributions Support compliance with Paid Leave Oregon, FMLA, payroll tax requirements, and other employment-related regulations Coordinate annual employee benefit renewals and employee communications Support annual W-2 review and correction processes as needed Maintain confidentiality and accuracy of employee and payroll records Operations, Facilities & Technology Support organizational technology systems, vendors, and operational infrastructure Coordinate agency technology assets, including hardware inventory, access management, repairs, replacements, and equipment tracking Oversee relationships with contracted service providers including IT, telecommunications, interpreters/translators, maintenance, landscaping, and other operational vendors Coordinate agency insurance renewals, business licenses, utility accounts, and related operational requirements Support organization and maintenance of shared digital filing systems and records management practices Provide training and support related to organizational policies and operational procedures Coordinate facilities maintenance and repair needs with vendors and site leadership Support agency website updates and operational communications as needed Manage post office box renewals and mail retrieval processes Contract & Compliance Administration Track grant cycles, reporting deadlines, invoicing schedules, and compliance requirements Coordinate review and administration of government contracts and renewals Monitor contract requirements related to allowable expenses, insurance, reporting, and compliance obligations Coordinate insurance compliance documentation with funders and agency insurance providers Develop and maintain operational calendars related to reporting and compliance deadlines Coordinate compliance support related to licensing, quality improvement, and professional development tracking Support periodic review of required staff training, documentation, and background check compliance Quality Improvement & Organizational Systems Support development and revision of policies, handbooks, procedures, and operational protocols Identify opportunities to improve organizational systems, workflows, and administrative processes Collaborate with leadership to improve staff onboarding and annual training systems Help strengthen systems that support operational sustainability, compliance, and positive staff experiences Contribute to a collaborative, equity-centered, and solutions-oriented organizational culture Education Required: Bachelor’s degree in business administration, Accounting, Finance, Human Resources, or a related field preferred. Equivalent professional experience and demonstrated skill attainment will also be considered. Professional Experience Required: Minimum of 3 years of progressively responsible experience in non-profit operations, finance, or human resources Experience supporting budgeting, payroll, financial tracking, or operational systems Experience coordinating multiple projects, deadlines, and administrative work simultaneously Experience working with confidential employee and financial information Familiarity with state and federal employment compliance requirements Preferred Qualifications (one or more is meets preferred status) Bilingual English/Spanish verbal and written communication skills (pay differential) Experience working within a school, early childhood education, or nonprofit environment Experience with government contracts or grant compliance Training or demonstrated experience in equity, inclusion, and culturally responsive workplace practices Core Competencies Strong organizational and project management skills Systems thinking with attention to detail and follow-through Ability to prioritize and manage multiple responsibilities effectively Strong people centered interpersonal, communication, and collaboration skills Sound judgment, discretion, and professionalism Ability to improve and streamline operational processes Commitment to equitable and inclusive workplace practices Dependable, flexible, and solution-oriented approach and able to keep a sense of humor Ability to work effectively in an active and dynamic school environment Compensation & Benefits Compensation $33-38 per hour DOE (.8 FTE salary range $54,912 -$63,232 ) Benefits Include Generous Paid Time off package including paid vacation, sick leave, holidays, bereavement and jury duty leave. Health, vision, and dental insurance fully paid for employee Employer contribution for dependent/family health coverage Vanguard 403b Retirement Plan with employer contributions Employer-paid $50,000 term life insurance policy Employer-paid long-term disability plan (State provides paid short-term health leave plan) Employee Assistance Program Professional Development Additional Requirements This position requires successful completion of: Oregon fingerprint and criminal background check clearance (Central Background Registry) Mandatory health, safety, and early childhood focused trainings CPR and First Aid certification prior to working onsite Due to the fiduciary responsibilities of this role, employment may also be contingent upon additional background or financial screening in accordance with applicable law. AEME is committed to building and maintaining an inclusive workplace and encourages candidates from diverse backgrounds and lived experience to apply.