Finance & Operations Manager

POSITION OVERVIEW

Inequality Media with Robert Reich seeks a new Finance & Operations Manager to support and manage a diverse range of financial, operations, and administrative activities for our $2-million-dollar organization.

Working closely with the Executive Director, the Finance & Operations Manager will support and manage a diverse range of financial, operations, human resources, and administrative activities spanning both Inequality Media (a 501(c)3 non-profit organization) and Inequality Media Civic Action (a 501(c)4 non-profit organization).

The ideal candidate will have a high level of organization and the ability to simultaneously manage multiple projects with competing deadlines. They are a self-starter and a quick learner, are open to feedback, seek clarification, manage work from start to finish, meet all deadlines, and communicate clearly, openly and in a timely manner. Respect for confidential information is essential.

As part of our collaborative, creative, and nimble team, this position provides ample opportunity for professional growth and to learn important aspects of nonprofit management and business administration at a social change organization. The role is suited for someone who is excited by process, details, and deadlines and wants to improve upon and develop effective internal controls, guidelines, and procedures.

The Finance & Operations Manager will also work closely with our remote, contract Director of Finance, as well as our Director of Digital Strategy and at least one Operations Intern dedicated to support the basic operations, administration and fundraising of the organization.

JOB DUTIES

Operations & Administration

• Provide administrative and logistical support to the Executive Director.

• Manage and process incoming mail from the organization’s post office box in North Berkeley.

• Oversee day-to-day operations: manage office and storage needs, order supplies, maintain inventory of equipment, and research options for major purchases.

• Ensure that Inequality Media remains in legal compliance by submitting annual local, state, and federal filings and keeping appropriate records.

• Handle general administrative duties including scheduling meetings, drafting emails, managing mailings, preparing reports, data entry, and maintaining appropriate filing systems.

• Monitor contact inboxes and ensure donor communications are properly labeled and organized.

• Assist with organizational communications including writing, editing, and formatting articles and emails; posting information on our websites (using Squarespace).

• Act as account administrator for Google Suite, Zoom, and other subscriptions.

• Work with the Director of Digital Strategy to ensure that all organizational accounts are secure; implement use of a password manager like LastPass.

• Maintain all vendor files, contracts, and general office files.

• Support planning and implementation of pandemic/post-pandemic workplace practices and policies.

• Manage scheduling and logistics for board meetings and other organizational activities and travel.

• Review and update administrative and operational procedures such as the organization’s employee handbook.

• Help the content team apply for awards for videos, overseeing the yearly award calendar, including planning around key deadlines.

• Recommend approaches, solutions, and tools to strengthen internal systems and operational effectiveness.

• Support other projects and manage other tasks, as assigned.

Finance

• Assist the Executive Director and Director of Finance with developing and managing the annual budget; producing financial reports; responding to internal and external financial inquiries; collect vendor W-9 forms.

• Coordinate contract invoicing and reporting.

• Ensure all bills and invoices are processed in a timely manner, working with ED and Director of Finance.

• Monitor credit card and expense reimbursement charges on a monthly basis; collect and file staff receipts.

• Conduct activities in line with the annual budget and assist in the annual budget development process, including the preparation of program budgets, analysis of improvement opportunities, and identification of efficiencies.

• Manage and track foundation grant expenditures and prepare financial reports

• Manage audit fieldwork with outside auditors and accounting consultants

• Track all pledges, donations, and other income .

• Generate gift receipts, acknowledgement letters and reconcile donations.

• Assist with monthly reconciliation of the organization’s CRM (EveryAction) and QBO using reports prepared by the Director of Finance.

• Assist with reconciling monthly bank statements with deposits from third-party payment and donation processors, including employee matching gift programs.

Human Resources

• Coordinate independent contractor services agreements, invoices, and other administrative documents and processes; and maintain documents and records in Google Suite.

• Manage the review, negotiating, processing, and implementation of vendor contracts.

• Support hiring processes, including for interns, by posting job announcements, scheduling interviews, and coordinating with the internal team

• Help with onboarding new staff by creating onboarding plans, scheduling introductory meetings, and ensuring new staff are supported.

• Create timesheets for employees and train staff on their use.

• Develop systems, policies, and procedures for managing interns.

• Update payroll records, coordinate with payroll provider, track all payroll details, and prepare and submit timesheets to Director of Finance on a semi-monthly basis

• Work with JustWorks to follow changing federal, state, and city laws and maintain legal compliance.

• Supervise the staff performance review schedule.

• Manage staff meetings and celebrations

Fundraising

• Manage fundraising calendar as it relates to the organizations’ various campaigns (print, Facebook video, and email).

• Administer our core development efforts with individual donors, including managing annual solicitations (print, Facebook video campaigns, and email via Action Network) and tracking donations.

• Liaise with Director of Digital Strategy and our go-to digital firm to manage our Facebook video fundraising campaigns re managing script preparations, organizing video assets, etc.

• Complete deposit logs and use “remote capture” / mobile deposit to deposit checks for both Inequality Media (our 501(c)3) and Inequality Media Civic Action (our 501(c)4).

• Create “financial batches” in EveryAction that correspond to deposit logs for reconciliation purposes.

• Record charitable donations and assist with administrative tasks related to the individual donor, including recurring donors, program.

• Manage, including printing and sending, acknowledgement letters for donors giving via checks.

• Manage year-end snail-mail campaigns; work with IM colleagues and vendors to produce and send out direct mail fundraising campaigns, including ensuring that in the CRM contacts are labeled as having received a letter.

• Oversee our CRM, working directly in our EveryAction database to document and track our fundraising campaigns including entering and tracking donations, including working with the Director of Digital Strategy to ensure donations are properly labeled as they flow in from platforms such as ActBlue and YourCause.

• Work with digital consultants who work on growing our email list via ActionNetwork, including ensuring accuracy of EveryAction, and fixing any errors when bulk uploading and merging duplicate contacts.

• Research potential grants, and work with the ED and other team members to write grant applications and grant reports.

QUALIFICATIONS

• We know there are great candidates who might not check all the boxes listed below, or who possess important skills we haven’t thought of as it relates to this position and the organization writ large. If that’s you, please don’t hesitate to apply and tell us about yourself.

• Bachelor’s degree in related field plus 2+ years professional experience in finance, administration, operations, or fundraising in a non-profit, business, or social-good setting; or equivalent combination of education and experience.

• Demonstrated comfort and fluency with Excel, Quickbooks, and quantitative data / numbers generally. Enjoying these will be vital to enjoying this position.

• The ability to handle multiple deadlines and complete assignments with minimal supervision in a fast-paced workplace.

• Impeccable organization, you are highly detail-oriented, and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes.

• Project management experience with the ability to juggle multiple priorities simultaneously.

• Ability and willingness to perform a range of tasks — from audit prep to monthly reconciliation to assisting with project reports.

• A growth-mentality — you’re unafraid to shift, stumble, and grow within an ever-changing landscape.

• Tech savvy with exceptional skill for technical problem solving. Microsoft Office, GoogleSuite fluency required.

• Proficient with EveryAction or a similar database / CRM

• Proven ability to meet deadlines and work both independently and in a team in a collaborative environment.

• Diplomatic and professional approach to problem solving.

• Ability to practice discretion and sound judgment with financial information.

• Demonstrated commitment to and competency around diversity, equity, and inclusion.

• Although not required, a strong candidate will have some of the following:

• Proficient with ActBlue a plus (as it relates to creating forms and labeling batches)

• Experience with 501(c)3 and 501(c)4 organizations is a plus.

• Knowledge of and passion for current events, progressive politics, journalism, public policy, and/or economics is a plus.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit, stand, walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee will regularly lift up to 10 pounds and occasionally may have to lift or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Depth perception and Ability to adjust focus. We regret that our office is on the third floor of a building that does not have an elevator or lift.

SALARY & BENEFITS

This role is a full-time, exempt position, though a 32-hour or 80% work week will be considered (either as 5 days at ~6 hours per day or as 4 days per week at 8 hours per day). As scoped out in the list of qualifications above, has an annual salary range of $60,000-$85,000.

Inequality Media provides 100% of medical, dental, vision, and life insurance coverage costs for employees. We offer discretionary time off (DTO) vacation and sick leave policies, in addition to days off for federal holidays and the entire week between Christmas and New Year’s Day. A 401k retirement plan is available after one year of employment and Inequality Media will match an employee’s contribution of up to 4% of their salary.

Inequality Media has a professional development budget to support employee learning and development. We also offer partial reimbursement for the use of personal phones, computers, and technology, or will loan you the equipment you need to work successfully in the office or at home.

WORK LOCATION AND SCHEDULE

This role will be based out of our Berkeley, CA office. This person is anticipated to work from the office at least 2-3 days per week.

TO APPLY

Applications will be reviewed on a rolling basis and interviews will be offered on a rolling basis starting in mid-to-late November. As such, we strongly encourage candidates to apply ASAP and no later than November 23, 2022 at 11:59pm Pacific Time. The position will be open until filled.

To apply, please email your application and a cover letter which directly addresses why you’re interested in this particular role to: hiring@inequalitymedia.org with the subject line: “Finance & Operations Manager - First Name Last Name”.

The ideal start date for this role is on or before January 1, 2022.

We anticipate the hiring process will consist of three interviews (at least one of which will probably last no more than 30 minutes). Questions about this position or the application process (including any requests for reasonable accommodation) can be sent to: hiring@inequalitymedia.org.

As an organization committed to economic justice and the future of American democracy, Inequality Media is committed to building an inclusive environment for people of all backgrounds.

Women, Black people, Indigenous people, and people of color, LGBTQIA+, veterans, and those with a disability are not only encouraged to apply but also to bring their experiences and points of view to the table.

Inequality Media is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law.