Finance & Operations Manager - Duluth
2 days ago
Job description
The Finance & Operations Manager supports Northern Bedrock's financial systems, budgeting and reporting processes, organizational workflows, and administrative documentation. This role works closely with the Executive Director and the contracted accountant to ensure accurate payroll, accounts payable and receivable, reconciliations, audit preparation, and tax documentation.
This position is primarily in-person at Northern Bedrock's Morgan Park office in Duluth. Because responsibilities include on-site coordination, facility support, and close collaboration with staff, instructors, and participants, regular in-person presence is essential.
This is a 32-hour-per-week position with a wage range of $25–$30/hour, depending on experience.
Key Responsibilities
Financial Coordination (40%)
- Support development and monitoring of annual and project-specific budgets.
- Process payroll in coordination with the contracted accountant; ensure accuracy of hours, classifications, and benefits.
- Pay bills and manage accounts payable, including vendor invoices, reimbursements, and recurring expenses.
- Manage accounts receivable, including invoicing, receipting, and tracking payments, with the assistance of the Executive Director.
- Track expenditures and maintain accurate financial coding for grants, programs, and operations.
- Maintain organized financial records and documentation for internal systems and grant compliance.
- Prepare user-friendly financial summaries and reports for leadership, the board, and funders.
- Collaborate with the contracted accountant on quarterly reconciliation, financial reviews, and documentation.
- Coordinate annual audit processes, including assembling records and responding to auditor requests.
- Support preparation of materials for state and federal tax filings, in partnership with the contracted accountant.
- Assist with development and improvement of financial procedures, controls, and documentation.
Operations & Administration (35%)
- Manage organizational administrative systems, workflows, and internal record-keeping.
- Collaboratively maintain organizational calendars, facility schedules, and shared communication tools.
- Coordinate purchasing, vendor accounts, service agreements, and contract documentation.
- Support implementation of organizational policies, safety expectations, and compliance requirements.
- Provide on-site administrative and operational support to staff, instructors, and program partners.
- Assist with general office management, including supplies, mail, basic correspondence, and shared workspace organization.
Facility Support (15%)
- Support daily operations of the Morgan Park facility, ensuring spaces are organized, functional, and prepared for meetings, trainings, and staff use.
- Coordinate basic facility needs such as vendor service calls, maintenance requests, and contractor access.
- Maintain simple inventories of office supplies and program materials.
Program Support & Customer Service (10%)
- Serve as a welcoming on-site point of contact for participants, instructors, partners, and community members.
- Support logistics for trainings, workshops, meetings, and events held in the facility.
- Assist in creating clear procedures and user guides related to facility use and administrative processes.
Skills, Knowledge and Expertise
Required Qualifications
- Experience in financial coordination, bookkeeping, payroll, accounts payable/receivable, budgeting, or related administrative roles.
- Strong organizational skills, accuracy, and attention to detail.
- Proficiency with spreadsheets and cloud-based tools (Google Workspace or Microsoft Office).
- Ability to collaborate effectively with a contracted accountant and the Executive Director.
- Strong written and verbal communication skills.
- Ability to work independently while maintaining a consistent in-person presence at the Morgan Park office.
- Ability to lift up to 30 lbs and assist with basic facility needs when necessary.
Preferred Qualifications
(Not required—candidates with transferable skills encouraged to apply.)
- Experience in nonprofit finance, grant-funded project management, or audit preparation.
- Familiarity with facilities operations, construction, trades, or historic preservation settings.
- Experience with scheduling platforms or project management tools.
- Interest in preservation trades, workforce development, or community revitalization.
Benefits
- $25–$30/hour, depending on experience
- 32 hours/week, consistent weekly schedule
- Paid time off, paid holidays, and benefits eligibility per NBHPC policy
- Professional development opportunities in finance, operations, and preservation
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