Director of Operations

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Posted 10/10/2017

The Director of Operations is a full time position working within the Administrative Team and reports to the Executive Director. This position serves as the back-up to the Executive Director as necessary.

The Director of Operations is responsible for enhancing the internal organization processes and infrastructure that will allow Welcome House to continue to grow and fulfill its mission. This position performs duties in accordance with Welcome House Core Values, including: Ethics, Collaboration, Client-Centered, Accountable, Professional, and Passionate.

PRINCIPAL DUTIES & RESPONSIBILITIES
1. Operations
•Oversees risk management and constant oversight for liability concerns; including legal, program compliance, and contract compliance
•Contract management: Work with Executive Director to manage contracting process with both funders and contractors
•Policy Management: provide support to Executive Director through team to establish, change and execute organizational policy as applicable
•Business insurance: procurement, monitoring and management.
•Provide strategic support to program areas through leveraging of information technology and data management infrastructure.
•Organizational reporting and monitoring: provide guidance and leadership through management of Welcome House metrics and measurement reporting process.
•Board of Directors- working with the Executive Director provide staff support and guidance to the Welcome House board and act as staff liaison for the Finance Committee.
2. Financial Management and Oversight
•Provide overall financial oversight and monitoring.
•Projects annual financial budgets and all related grant budgets in detail in cooperation with the Executive Director and the Board Finance Committee.
•Develops agency budgets, annual pay schedule, budget program spreads, month-to-month budget, and actual spreadsheets for reconciliation.
•Works with the Executive Director and the Board on strategies for maintaining the agency’s financial sustainability.
•Oversee business policies and accounting practices.
•The ability to create financial reports
•Review and analyze financial reports.
•Support and advise the Executive Director in decision making.
•Lead and support organizational budgeting process.
•Oversee reporting and monitoring of organizational fiscal performance metrics.
•Ensure that relevant financial data is presented to the Executive Director and Leadership Team.
•Coordinates with the Executive Director the development and accountability of program/grant budgets.
•Manage grant spend down.
•Research and identify best practices and funding sources for all departments
•In-house reporting: prepares monthly financial statement/reports for Board and Executive Director.
•Agency audit: oversees the process and preparation for annual audit.
3. Accounting Management and Oversight
•Maintains general ledger that is accurate to more efficiently generate program spreads and other spreadsheets.
•Oversight of all financial transaction functions of the agency, including oversight of month-end and year-end close; completion of Annual 990 report.
•Provides oversight of the Accounting and Payroll Supervisor and Accounting Clerk.
•Responsible for bank reconciliation of all agency accounts.
•Oversight of all housing projects financial reporting and accounting from property manager.
•Participation and oversight of tax credit projects through constructions.
•Oversight and management of preparation of invoices and grant draws in a timely manner.
•Accountable for all billing compliance (including funding passed through to other organizations)
•Management and oversight of cash flow for the organization.
4. Service Area Development and Evaluation
•Focus on developing new business opportunities for Welcome House and creates new Case Management models are products to create diversified revenue streams for the organization.
•Ensure effective, measurable outcomes as measured by funding services and as is needed for effective outcomes for clients; as established internally or by funder contracts.
•Oversee reporting and monitoring of organizational programmatic performance metrics.
•Accountable for overall program performance
•Support the Executive Director in managerial oversight of program operations.
5. Leadership
•Culture Leader-work with direct reports to develop a staff culture focused on the mission and vision of Welcome House.
•Utilize regularly scheduled supervision for prioritizing tasks, provide input and receive feedback regarding work activities.
•Provides regular supervision to the Accounting/Payroll Team.
•Serves as back up as necessary to the Executive Director.
6. Public Relations
•Develop community partners to better support Welcome House clients.
•Attend regular meetings with community partners
•Develop and maintain relationships with new and existing funders for services.
7. Other
•Ensure all areas of the organization are properly resources and represented within the Leadership Team.
•Strategic Planning-work with directors in developing long term strategic plans supporting the mission and vision of the Welcome House and its long-term viability.
•Partner with Executive Director to strategically maximize current business lines
•Partner with Executive Director to strategically identify new business opportunities; lead the development process of new business as growth occurs.
•Write grants in partnership with development.
•Fill in for vacant director positions.
8. Other duties as specified by the Executive Director.

 

QUALIFICATIONS:
Education
•Minimum of Bachelor’s degree required. Master degree preferred, or equivalent

Experience
•At least 5 years in the Director’s area of focus. Knowledge of and/or experience working within a non-profit organization preferred.
•Experience creating reports; tracking and analyzing data.
•Ability to develop and analyze financial statements.
•Experience with Financial Edge
•Experience creating agency budgets, preparation for audit and 990’s
•Experience/education in financial management, bookkeeping, and understands standard accounting procedures.
•Extensive experience with staff supervision, management and program development and evaluation
•Experience with monitoring compliance, creating compliance measures, and business intelligence procedures.

Skills/Specialized Knowledge/Abilities
•Knowledge of government and other grant regulations.
•Understanding of employment law
•Proficient in non-profit accounting –
•Proficiency with technology needed in individual areas/departments and client databases used by the agency.
•Advanced communication skills
•Advanced supervision skills
•Has a basic understanding of the population served by the agency.
•The ability to plan and execute multiple projects/tasks and adapt to changes
•Advance attention to detail and accuracy in all work
•Ability to work collaboratively with colleagues, internal and external partners
•Ability to problem solve and work independently
•Ability to manage conflict and build healthy working relationships
•Ability to handle a number of tasks simultaneously

Key Performance Indicators
•Understands agency vision/mission and how to achieve agency goals
•Primary duty is directly related to management or general business operations and includes exercise of discretion and independent judgment with respect to matters of significance
•An effective leader
•Proficient in strategizing for long term financial health of the agency
•Knowledge of and maintains compliance for government and other grant regulations
•An effective manager building strong teams that achieve program outcomes
•A presence in the community as a result of building needed partnerships for clients and the agency
•Demonstrates knowledge of program data and analysis, evaluation and making needed changes for program development
•Manages budget and its constraints
•Ability to maintain the highest level of confidentiality regarding client and staff information. – maintains ethical standards

WORKING CONDITIONS:
Working Hours/Environment
•Work typically performed in an indoor, 3-floor office building

Tools and Equipment Used
•Personal computer, copier, fax/scanner, phone, and other typical office equipment

Travel
•Minimal-less than 15% of the time

Physical and Mental Demands
•Frequently required to sit at a desk/workstation for long period of time
•Ability to work at a computer terminal for extended periods of time
•Digital dexterity and hand/eye coordination in operation of office equipment
•Ability to speak to and hear employees/clients via phone or in person
•Body motor skills sufficient to enable incumbent to move between 3 floors
•Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret
•Frequent lifting up to 50 pounds: office supplies

Interested parties should submit a cover letter and resume via e-mail to: humanresources@welcomehouseky.org, or
205 West Pike Street; Covington, KY 41011

Welcome House is an equal opportunity employer. Employment selection and related decisions are made without regard to gender, race, age, disability, religion, national origin, color, gender identity, sexual orientation, veteran status or any other protected class.

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