Finance and Operations Manager

DEVELOPMENTAL DISABILITIES RESOURCE BOARD OF ST. CHARLES COUNTY

JOB DESCRIPTION

Job Title: Finance and Operations Manager

Reports to: Finance and Operations Director

Supervisory Responsibilities: Front Desk and Facilities Assistant

Status: Full time, Exempt — Administrative

Position Summary:

The Finance and Operations Manager manages assigned financial and operational functions of the DDRB. The position assists with analyzing financial and operational information, resolves non-routine issues, strengthens internal controls and operating practices, and advises the Finance and Operations Director on matters affecting operations, compliance, safety, and risk.

Working under general direction, the Manager independently organizes priorities, evaluates available courses of action, and makes decisions or recommendations within delegated authority.

Essential Functions:

Accounting/Finance:

• Manage assigned accounting operations, including accounts payable, accounts receivable, banking, Targeted Case Management billing, and related financial records; investigate discrepancies and resolve or recommend corrective action.

• Manage assigned components of the monthly close, including journal entries, reconciliations, account analyses, and supporting documentation.

• Prepare financial reports, schedules, projections, and analyses that support management decisions, budgeting, forecasting, and special projects.

• Interpret and implement financial policies and procedures; monitor activity for exceptions or risks and recommend improvements to accuracy, efficiency, compliance, and internal controls.

• Prepare assigned audit schedules and documentation, respond to auditor questions, and maintain vendor, fixed-asset, and related financial records in accordance with DDRB requirements.

Payroll and Employee Financial Administration:

• Serve as designated backup for payroll processing and independently analyze and resolve payroll discrepancies in coordination with Human Resources and Finance leadership.

• Manage employee mileage and expense reimbursements and coordinate financial administration and reconciliation of retirement programs.

• Maintain assigned payroll-related financial records and employee financial data, and recommend improvements to payroll, retirement, reimbursement, and related controls.

Facilities, Purchasing and Vendor Management:

• Manage daily facility operations and evaluate maintenance, equipment, purchasing, and service needs based on urgency, safety, cost, and organizational impact.

• Authorize routine repairs and services within delegated authority; solicit and evaluate vendor proposals and recommend selection, renewal, corrective action, termination, or significant expenditures.

• Monitor vendor performance, contracts, preventive maintenance, inventory, office equipment, and operational supplies; resolve concerns and recommend cost-control or efficiency improvements.

Safety, Emergency Preparedness and Risk Management:

• Chair the DDRB Safety Committee, establish priorities, facilitate discussion, and ensure follow-through on approved actions.

• Evaluate workplace safety risks and incidents, identify trends or contributing factors, and recommend preventive or corrective measures.

• Develop, implement, and evaluate safety procedures, training initiatives, emergency preparedness plans, and corrective-action follow-up in collaboration with leadership.

• Maintain required safety and risk-management records and analyze insurance coverage information and organizational risk needs during renewal preparation.

Supervision, Leadership and Management Support:

• Supervise the Front Desk and Facilities Assistant, including work priorities, performance expectations, coaching, training, performance evaluations, and recommendations regarding employment decisions.

• Lead cross-functional projects and provide guidance to staff on assigned finance, facilities, safety, purchasing, and operational processes.

• Advise leadership on assigned financial and operational matters; investigate non-routine problems, evaluate alternatives and organizational impact, and recommend or implement appropriate action within delegated authority.

• Develop, interpret, and recommend revisions to procedures and operating practices, and represent DDRB with auditors, financial institutions, vendors, contractors, benefit and retirement providers, insurers, and other external partners.

Position Qualifications:

Education and Experience:

• Bachelor's degree in accounting, Finance, Business Administration, or a related field required; relevant progressively responsible experience may be considered in lieu of the degree.

• Minimum of three years of progressively responsible experience in accounting, finance, or business operations required; five years preferred.

• Experience analyzing financial information, resolving non-routine issues, improving processes or controls, and working with accounts payable, accounts receivable, reconciliations, financial reporting, and recordkeeping required.

• Experience with vendors, facilities, purchasing, operations, supervision or team leadership, and public-sector, governmental, or nonprofit environments preferred.

Knowledge, Skills and Abilities:

• Strong knowledge of accounting principles, financial processes, reconciliation practices, and internal controls.

• Ability to analyze information, compare courses of action, exercise sound judgment, and make recommendations on matters of organizational significance.

• Ability to interpret and apply policies, contracts, financial requirements, and operating procedures and identify exceptions requiring additional review.

• Strong time management, problem-solving, project-management, organizational, communication, and interpersonal skills; ability to manage multiple priorities with limited day-to-day supervision.

• High degree of accuracy, integrity, discretion, and confidentiality; proficiency in Microsoft Office, particularly Excel, and ability to learn financial, payroll, and operational systems.

General Requirements:

• Regular and reliable attendance and the ability to meet position deadlines are essential.

• The employee must be able to perform the essential functions of the position, with or without reasonable accommodation.

• This description reflects the general nature and level of work performed and is not an exhaustive list of duties or qualifications. Responsibilities may be modified based on organizational needs.