Operations and Bookkeeping Manager

Job Description

Job Description

Massachusetts Advocates Standing Strong (MASS) is a statewide self-advocacy organization that supports, nurtures, and promotes self-advocacy among adults and young adults with intellectual and developmental disabilities (I/DD) and autism. Our mission is to empower self-advocates through education to make choices that improve and enrich their lives.

MASS is seeking an Operations and Bookkeeping Manager to support the organization's day-to-day operations, financial systems, and project coordination. This role is responsible for overseeing bookkeeping functions, supporting organizational budgeting and reporting, and coordinating programmatic and administrative operations across MASS initiatives.

This position works closely with staff, Board members, vendors, and community partners across Massachusetts, both virtually and in-person. The ideal candidate is highly organized, detail-oriented, and comfortable balancing multiple priorities in a collaborative, mission-driven environment.

Compensation & Benefits

• Salary range: $64,480 - $70,720, based on experience
• $2,000 bonus after 9 months of successful employment
• Monthly health stipend of $100-$135 for employees working 30+ hours/week
• 14 paid holidays and 3 personal days annually
• Paid vacation:
  
  • 10 days/year after 6 months
  • 15 days/year after 2 years
• Sick time: 1 day per month, 12 days per year

Work Schedule and Location
This is a full-time position (40 hours/week), Monday-Friday, 9:00 AM-5:00 PM. The role requires 2-3 days per week in person at the MASS office (200 Portland St., Boston), with the remaining time worked remotely or at offsite locations as needed.

Some schedule flexibility is required (approximately 3-4 times per year) to support major events, including the MASS Annual Conference.

Duties and responsibilities include:

1) Operations & Project Management

• Coordinate and manage contracts, deliverables, and reporting in collaboration with staff and leadership
• Develop and maintain project work plans (including Gantt charts) to track progress and ensure timely completion of grant and contract goals
• Oversee day-to-day project operations, including scheduling, meeting coordination, and event logistics
• Maintain shared systems for tracking tasks, timelines, and communications (Google Workspace and related tools)
• Prepare internal reports on project status, trainings, and organizational initiatives
• Support planning and execution of major events, including the Annual Self-Advocacy Conference and regional programs
• In partnership with the Executive Director and MASS Board, develop, implement, and refine internal policies, procedures, and systems to improve workflow and organizational effectiveness

2) Finance & Bookkeeping

• Oversee and support all bookkeeping functions using QuickBooks Online, in coordination with external accounting and payroll vendor
• Process and monitor accounts payable and receivable, including invoicing for contracts and grant
• Support bi-weekly payroll processing and related documentation
• Maintain accurate financial records, including transaction categorization, reconciliations, and supporting documentation
• Assist in developing annual budgets, project budgets, and monthly financial reports for leadership review
• Track expenses and revenues across projects to support financial planning and compliance
• Ensure confidentiality and accuracy in handling financial and personnel-related data
• Manage relationships with outsourced accounting partners and work collaboratively to support general ledger classification and alignment with grant and contract requirements

3) Human Resources and Administration

• Support hiring and onboarding processes, including job postings, interview coordination, and new hire setup
• Maintain organized and confidential employee records
• Coordinate with HR and payroll vendors to support personnel processes (e.g., payroll, benefits stipends, time-off tracking)
• Support the development, implementation, and updating of HR policies, procedures, and employee handbook materials in collaboration with the Executive Director and Board committees

4) Supervision and Team Coordination

• Support supervision of 1 full-time Manager and 2 part-time administrative staff
• Provide guidance and oversight to ensure consistency in administrative and bookkeeping processes
• Facilitate team meetings, set agendas, and support staff in meeting deadlines and priorities
• Oversee payroll processing, time-off tracking, and related employee updates across the organization, in partnership with supervised staff and external vendors

5) Data Management and Organizational Support

• Maintain and improve systems for document control, database management, knowledge sharing, and project tracking with an emphasis on accessibility and ease of use
• Support data collection and reporting for grants and organizational initiatives
• Uphold and strengthen data management and security practices, ensuring compliance with legal standards
• Assist with additional projects and organizational priorities as assigned by the Executive Director

Qualifications:

• Master's Degree preferred, will consider candidates with a Bachelor's Degree if they have additional years of relevant work experience.
• Excel and QuickBooks knowledge and experience are strongly preferred.
• 1-3 years experience in project management, operations, office administration, accounting, and outsourced vendor oversight.
• Experience coordinating multidisciplinary project teams.
• Experience supervising multiple staff, projects, and initiatives.
• Experience working with self-advocates and individuals with intellectual and developmental disabilities is a plus.
• Strong organizational skills for working both independently and collaboratively.
• Ability to foresee issues before they arise and resolve them smoothly.
• Strong interpersonal skills to influence and guide solutions.
• Demonstrated understanding of work flow processes and change management.
• Desire to be in a workplace where you can make a difference in people's lives.

If you are interested in applying for this position, please submit your application, cover letter via the application portal, and respond to the preliminary questions.

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