Finance & Operations Manager Job Description

TotalLink to Community is a 501(c)(3) nonprofit organization with the goal of realizing a fully inclusive community that values, accepts, and respects the abilities, talents, and rights of each and every person.

Vision: Adults with disabilities lead self-directed lives in the communities they choose, with meaningful opportunities and support.

Mission: We collaborate and open doors for adults with disabilities and their families by providing innovative, high-quality services that support people to live, work, and play where they choose.

Summary: The Finance & Operations Manager is a key administrative and financial leadership role responsible for the day-to-day systems that keep TotalLink operating effectively, accurately, and responsibly. Reporting to the Executive Director, this position manages core bookkeeping and financial processes, payroll and benefits administration, employee onboarding and offboarding, office operations, insurance and vendor administration, and organizational recordkeeping. The Finance & Operations Manager works closely with the Executive Director, Board Treasurer, Finance Committee, outside accountant, payroll provider, insurance broker, staff directors, and other external partners.

Overview: This position combines finance, operations, and human resources administration in a highly organized, detail-oriented role. The Finance & Operations Manager is responsible for maintaining reliable financial records and internal systems, supporting strong financial controls, coordinating recurring administrative deadlines, and ensuring that staff and leadership have accurate information needed for decision-making. The position serves as a key staff partner to the Finance Committee and helps translate organizational policies and procedures into consistent day-to-day practice. Because the role handles confidential employee, payroll, banking, and financial information, sound judgment, discretion, follow-through, and a strong commitment to accuracy are essential.

Position Details

Reports to: Executive Director

Schedule: Part-time, .5 FTE (20 hours per week)

Classification: non-exempt/hourly

Leadership role: Key office leadership position; staff partner to the Finance Committee

Responsibilities:

Adheres to all TotalLink policies and procedures and maintains the confidentiality of organizational, employee, participant, and financial information.

1. Financial Management & Bookkeeping

45% of time

Manage day-to-day accounting activity in QuickBooks, including accounts payable, accounts receivable, deposits, expense coding, class/department tracking, journal entries, and financial recordkeeping.
Prepare and send participant program invoices, private-pay invoices, and State/DRS invoices; monitor aging accounts receivable, apply credits and payments, and follow up on outstanding balances.
Record and reconcile deposits from bank accounts and payment platforms, including PayPal, Stripe, Square, and other sources used by TotalLink.
Prepare recurring financial reports, including departmental profit and loss statements and other reports requested by the Executive Director, Treasurer, Finance Committee, or department directors.
Monitor bank balances and organizational cash needs; make approved transfers between accounts and maintain established checking-account balance targets.
Maintain schedules for certificates of deposit and other cash-management instruments, including maturity dates, interest entries, renewal decision points, and communication with the Executive Director and Treasurer.
Maintain grant-related financial tracking and supporting documentation as assigned, including appropriate class or account coding.
Identify unusual transactions, missing documentation, coding concerns, discrepancies, or other financial issues and promptly bring them to the appropriate director and Executive Director for review.
Support strong internal controls by following approval procedures, maintaining documentation, and clearly distinguishing the responsibilities of staff, the Executive Director, Treasurer, Finance Committee, and outside accountant.

2. Payroll, Benefits & Human Resources Administration

25% of time

Process payroll twice monthly in coordination with the payroll provider; verify employee hours, deductions, payroll reports, and related QuickBooks entries.
Maintain the annual payroll calendar and communicate payroll submission and pay dates to staff.
Coordinate employee payroll changes, including new hires, terminations, compensation changes, benefit deductions, stipends, and corrections.
Administer the operational aspects of employee benefits, including health, dental, and vision enrollment; open enrollment communications; employee changes; and coordination with TotalLink's insurance broker.
Administer IL Secure Choice requirements, including timely new-hire setup, payroll coordination, employee changes, and ongoing account maintenance.
Coordinate assigned new-hire onboarding requirements, including background checks, required registries, state forms, payroll setup, personnel files, keys/fobs, contact lists, and other required documentation.
Maintain accurate and confidential personnel records, including required employee documentation, licenses, vehicle registration, auto insurance, and applicable training records.
Coordinate administrative offboarding responsibilities and conduct or coordinate exit interviews for employees transitioning out of the organization.
Respond to routine employee questions related to payroll, benefits, onboarding documentation, and administrative policies; elevate policy, performance, or employee-relations matters to the Executive Director.

3. Office Operations, Insurance & Organizational Administration

20% of time

Oversee day-to-day office operations, including mail, office supplies, equipment, checks, records, keys/fobs, and general administrative systems.
Open and route organizational mail; promptly bring legal notices, insurance claims, government correspondence, or other significant communications to the Executive Director.
Manage relationships with building management and coordinate office maintenance, access, repairs, and facility-related needs.
Maintain organizational insurance records and renewal calendars, including liability, workers' compensation, auto, and other organizational coverage; coordinate certificates of insurance and routine communication with the insurance broker.
Maintain vendor, subscription, and administrative account information; support use of generic organizational email addresses and appropriate backup access for mission-critical systems.
Manage and maintain organizational registrations and renewals, including and other required government and nonprofit registration systems.
Order checks and office supplies, monitor inventory, and maintain recurring vendor relationships.
Prepare cash or a starting bank for organizational/community events when requested and maintain appropriate documentation for the transaction.
Serve in the office emergency coordination role as assigned and maintain relevant office emergency contacts and administrative information.

4. Financial Leadership, Audit & Organizational Support

10% of time

Serve as a key staff partner to the Executive Director, Board Treasurer, and Finance Committee by organizing information, preparing reports, responding to questions, and following up on action items.
Support the annual audit and year-end accounting process by gathering requested reports, bank confirmations, board minutes, insurance records, expense and deposit samples, W-9 information, check documentation, and other supporting materials.
Coordinate with TotalLink's outside accountant regarding routine questions, audit requests, 1099 preparation, journal entries, and tax-related documentation.
Maintain an annual calendar of recurring finance, payroll, benefits, insurance, banking, audit, compliance, and operational deadlines.
Document and maintain written procedures for critical finance, HR-administration, and office-operating processes to support continuity and cross-training.
Participate in staff meetings and other organizational meetings as requested and contribute to ongoing process improvement, problem-solving, and efficient office operations.

The above covers the most significant responsibilities of the position. It does not, however, exclude other duties that are consistent with the level and purpose of the position.

Qualifications:

Associate or bachelor's degree in accounting, business administration, finance, human resources, nonprofit management, or a related field preferred; equivalent relevant experience will be considered.
Three or more years of progressively responsible experience in bookkeeping, accounting support, office operations, payroll/benefits administration, or a comparable administrative role; nonprofit experience strongly preferred.
Experience with QuickBooks and a working understanding of accounts payable, accounts receivable, reconciliations, financial coding, and financial reports.
Experience processing or supporting payroll and maintaining confidential employee records.
Demonstrated ability to manage recurring deadlines, follow detailed procedures, identify discrepancies, and maintain accurate records.
Strong judgment and discretion when handling confidential financial, banking, payroll, and personnel information.
Ability to work effectively with the Executive Director, staff directors, Board Treasurer, Finance Committee, outside accountant, vendors, employees, and families.
Excellent organizational, written, verbal, and problem-solving skills; able to manage multiple priorities independently in a part-time schedule.
Advanced proficiency with Google Workspace and Microsoft Excel/Word and comfort learning and administering web-based financial, payroll, benefits, and operational systems.
Detail-oriented, dependable, responsive, and able to recognize when an issue should be escalated.
Demonstrates a commitment to TotalLink's mission, vision, values, and inclusive organizational culture.

Position Classification: Part-time, non-exempt (hourly), approximately 20 hours per week.

Compensation: $28 - $30 per hour, based on qualifications and experience.

TotalLink to Community is an equal opportunity employer committed to the belief that each individual is entitled to equal employment opportunity.

Pay: $28.00 - $30.00 per hour

Expected hours: 20.0 per week

Benefits:

403(b)
Paid time off

Work Location: In person

TotalLink to Community

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