Office & Finance Manager

Job Description

Job Description

Position Summary

The Office & Finance Manager plays a key role in the financial and administrative operations of Hope’s Outlet Ministries, Inc. This position is responsible for managing the organization’s day-to-day financial administration, including bookkeeping support, banking, financial record keeping, accounts payable, payroll, expense tracking, reconciliations, and maintaining accurate financial documentation.

In addition to financial responsibilities, the Office & Finance Manager oversees basic human resources administration, employee records, office communications, email management, and general administrative support for the Executive Director and leadership team.

This position requires a high degree of accuracy, organization, confidentiality, follow-through, and trust. The ideal candidate is comfortable working independently, managing financial information, meeting recurring deadlines, identifying discrepancies, and ensuring that the administrative side of the organization remains organized and current.

As a faith-based nonprofit organization, Hope’s Outlet seeks an Office & Finance Manager who supports our mission and contributes positively to a workplace culture centered around service, integrity, teamwork, accountability, and care for others.

The Office & Finance Manager is responsible for maintaining organized, accurate, and timely day-to-day financial records and processes for Hope’s Outlet.

Responsibilities include:

·       Maintain day-to-day bookkeeping and financial records using QuickBooks and other organizational systems.

·       Accurately enter, categorize, and maintain financial transactions.

·       Manage routine accounts payable processes, including receiving, organizing, reviewing, and preparing approved invoices and bills for payment.

·       Maintain accurate vendor records and communicate with vendors regarding invoices, statements, payments, and account questions.

·       Assist with accounts receivable and tracking incoming payments when applicable.

·       Complete and document bank deposits and other routine banking activities.

·       Maintain organized records of deposits, withdrawals, transfers, and other financial transactions.

·       Assist with bank and account reconciliations and identify discrepancies requiring review.

·       Maintain and reconcile organizational credit card and expense documentation.

·       Collect and organize receipts, invoices, statements, deposit records, and supporting financial documentation.

·       Monitor recurring bills and financial due dates to help ensure timely payment.

·       Assist with tracking expenses by store, department, program, or account as needed.

·       Help maintain accurate financial information across Hope’s Outlet locations.

·       Prepare routine financial summaries, spreadsheets, and reports for the Executive Director and leadership.

·       Assist leadership with monitoring expenses and comparing financial activity to established budgets when requested.

·       Maintain organized records needed for year-end accounting, audits, tax filings, and other financial reviews.

·       Work directly with the organization’s accountant, bookkeeper, bank, payroll provider, and other financial professionals as needed.

·       Gather and provide requested financial records and supporting documentation to outside professionals.

·       Help maintain appropriate internal financial controls and ensure transactions have proper documentation and authorization.

·       Identify unusual transactions, missing documentation, discrepancies, or financial concerns and promptly bring them to the attention of the Executive Director.

·       Maintain strict confidentiality regarding all organizational financial information.

·       Manage and/or coordinate payroll accurately and according to established schedules.

·       Review employee timecards for accuracy, completeness, and appropriate approvals prior to payroll processing.

·       Follow up with managers regarding missing or inaccurate timekeeping information.

·       Maintain accurate employee pay rates, deductions, reimbursements, bonuses, and other payroll-related information.

·       Process approved wage and employment status changes.

·       Track PTO, vacation, sick time, and other applicable employee leave.

·       Maintain organized payroll records and documentation.

·       Respond to routine employee payroll questions and investigate discrepancies.

·       Coordinate payroll corrections when necessary.

·       Ensure payroll information is submitted accurately and on time.

·       Work with the organization’s payroll provider, accountant, and ED as needed.

·       Maintain confidentiality of employee compensation and payroll information.

·       Maintain confidential and accurate employee personnel files. Maintain confidentiality.

·       Coordinate new-hire paperwork and administrative onboarding.

·       Collect and maintain required employment documentation, tax forms, direct deposit information, signed policies, acknowledgments, and other employee records.

·       Assist with employee status changes, promotions, transfers, pay changes, and terminations.

·       Maintain current employee contact and employment information.

·       Track required employee documentation and follow up on incomplete or missing paperwork.

·       Assist with distributing and maintaining company policies, forms, and employee communications.

·       Prepare routine HR-related letters, forms, and documentation as directed by leadership.

·       Serve as an administrative resource for employees regarding payroll, paperwork, policies, forms, and other routine questions.

·        Refer employee relations, disciplinary, legal, compliance, or complex HR matters to the Executive Director or appropriate outside professional.

·       Oversee the day-to-day organization and administrative functions of the main office.

·       Maintain organized physical and electronic filing systems.

·       Maintain company records, forms, policies, contracts, and administrative documentation.

·       Monitor designated Hope’s Outlet email accounts and respond to routine communications.

·       Route emails, requests, and questions to the appropriate member of leadership or department.

·       Draft routine correspondence, letters, notices, and internal communications.

·       Receive, organize, and distribute mail and other correspondence.

·       Maintain office and store supplies and purchase  as needed.

·       Help track organizational deadlines, renewals, licenses, contracts, filings, and recurring administrative responsibilities.

·       Prepare spreadsheets, reports, documents, and other administrative materials.

·       Assist with scheduling meetings, appointments, and organizational deadlines.

·       Maintain an organized and professional office environment.

·       Continually look for opportunities to improve administrative systems and processes.

·       Assist with the planning, coordination, and execution of team events, meetings, celebrations, trainings, and other organization-wide gatherings, including scheduling, communication, supplies, food, setup, and other event-related details as needed.

·       Provide administrative and financial support directly to the Executive Director.

·       Serve as a central administrative resource for Store Managers, warehouse leadership, and other members of the leadership team.

·       Help ensure required paperwork, payroll information, receipts, invoices, deposits, financial documentation, and employee records are submitted accurately and on time.

·       Follow up with managers and employees regarding missing administrative or financial documentation.

·       Prepare information and reports requested by leadership.

·       Assist with special projects and organizational initiatives.

·       Help leadership establish and maintain consistent administrative and financial procedures across all Hope’s Outlet locations.

·       Identify administrative or financial issues that need leadership attention and communicate them promptly.

·       Provide dependable follow-through on assignments and leadership requests.

·       Perform other reasonable duties as assigned by the Executive Director.

·       Strong organizational and time-management skills.

·       Excellent attention to detail and commitment to accuracy.

·       Strong comfort level working with numbers and financial information.

·       Ability to manage recurring financial and payroll deadlines.

·       Ability to maintain organized and accurate records.

·       Strong written and verbal communication skills.

·       Professional, dependable, and trustworthy.

·       Ability to maintain strict confidentiality.

·       Ability to manage multiple responsibilities and changing priorities.

·       Proficiency with email, spreadsheets, word processing, and common office technology.

·       Ability to learn and effectively use accounting, payroll, and administrative software.

·       Strong judgment and ability to recognize when an issue should be elevated to leadership.

·       Strong alignment with Hope’s Outlet’s mission and faith-based culture.

·       Previous experience in bookkeeping, accounting support, office management, payroll, finance administration, or a similar role.

·       Direct experience using QuickBooks.

·       Experience with accounts payable, bank reconciliations, expense tracking, and financial record keeping.

·       Experience with employee records and basic HR administration.

·       Experience working with accountants, payroll providers, banks, and/or other financial professionals.

·       Experience working in a nonprofit, retail, multi-location, or small-business environment.

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