Operations & Finance Officer

Operations & Finance Manager Location: Mill Valley, CA (Hybrid eligible within The Bay Area) Reports to: Head of School Employment Type: Full-Time, Exempt Salary Range: $75,000 – $86,000 (depending on experience) Benefits: Medical, dental, vision, life insurance; retirement plan options (403b); paid holidays; vacation and sick leave Position Overview The Operations & Finance Manager is a key member of the leadership team, responsible for overseeing the organization’s financial operations, human resources processes, and overall business infrastructure. This role ensures fiscal integrity, regulatory compliance, and operational efficiency in alignment with organizational mission and values. The ideal candidate has strong experience in nonprofit or educational environments. They are a collaborative leader who can manage day-to-day financial operations while contributing to long-term planning, sustainability, and organizational effectiveness. This role partners closely with the Head of School, Executive Director, Board Treasurer, Finance Committee, and leadership team to ensure transparent, compliant, and mission-aligned operations. Core Responsibilities I. Financial Management & Accounting

• Oversee all accounting functions, including accounts payable, accounts receivable, payroll, and general ledger
• Maintain accurate and timely financial records in accordance with GAAP standards
• Perform monthly reconciliations of bank, credit card, and other financial accounts
• Manage cash flow, reserves, and financial forecasting
• Monitor expenses against approved budgets and funding restrictions
• Prepare monthly, quarterly, and annual financial statements for leadership and Board review
• Maintain and continuously improve the chart of accounts and financial systems
• Oversee capital asset tracking and inventory

II. Budgeting, Forecasting & Reporting

• Collaborate with Finance Committee on annual budgeting process in collaboration with leadership and program directors
• Develop and monitor budget-to-actual reports by department
• Support financial planning, scenario modeling, and long-term sustainability efforts
• Provide timely financial insights to support organizational decision-making
• Present financial reports to the Board of Directors and Finance Committee

III. Compliance Management

• Ensure compliance with nonprofit accounting standards
• Maintain documentation for audits and regulatory reporting
• Coordinate and manage the annual financial audit and liaise with external auditors and CPA
• Oversee preparation and filing of required tax documents (e.g., Form 990, RRF-1)
• Support development and implementation of Fiscal Policies & Procedures and Allocation Plans

IV. Payroll & Human Resources Operations

• Process semi-monthly payroll, ensuring accuracy in wages, benefits, reimbursements, and deductions
• Administer payroll systems (e.g., Gusto, Paychex) and ensure compliance with California labor laws
• Serve as primary point of contact for staff HR-related inquiries (payroll, benefits, leave)
• Manage onboarding and offboarding processes, employee records, and HRIS systems
• Track PTO, sick leave, and staff attendance in compliance with policies
• Coordinate benefits administration, including open enrollment and qualifying life events
• Ensure proper classification and documentation for employees, contractors (1099s), and W-2 reporting

V. Systems, Operations & Internal Controls

• Continuously improve financial and operational systems, including digitization of records
• Monitor vendor contracts and support cost negotiations where appropriate
• Maintain banking relationships and oversee financial transactions and accounts
• Support cross-functional collaboration across finance, HR, and program teams
• Participate in leadership meetings, Board Finance Committee meetings, and departmental planning

VI. Leadership & Collaboration Collaborate closely with:

• Head of School / Executive Director
• Board Treasurer and Finance Committee
• External consultants (HR, auditors, accountants, benefits providers)
• Supervise administrative or operations staff as assigned
• Contribute to a culture of transparency, accountability, and inclusion

Work Environment & Requirements

• Hybrid work model (onsite + remote within The Bay Area)
• Ability to lift up to 25 lbs and perform standard office tasks
• Background check, TB clearance, and work authorization required

About the Organization We are a mission-driven nonprofit organization dedicated to supporting children, families, and communities through education, social services, and advocacy. Our work focuses on fostering belonging, resilience, and opportunity—particularly for underserved populations. Apply tot his job Apply To this Job