Finance and Operations Manager

Canaan Valley Institute

Davis, West Virginia

Job Type Permanent
Salary Details 45,000-$58,000
Deadline Jun 30, 2024

Canaan Valley Institute (CVI) seeks a full-time Finance and Operations Manager with responsibility for accounting, grant administration, and human resources to provide essential duties and operations for a non-profit environmental organization based in West Virginia.

About CVI:

Canaan Valley Institute is a 501(c)(3) non-profit organization that works to protect and improve water quality and restore healthy watersheds in the Central Appalachia mountain region. We work in partnership with communities, government agencies, and other stakeholders to address threats including water pollution, habitat loss, aging infrastructure, and climate impacts. Our primary service area includes the Chesapeake Bay watershed in Maryland, Virginia and West Virginia and the Central Appalachian highlands region of West Virginia and Virginia.

Summary of the Position:

Seeking a full-time Finance and Operations Manager to perform the financial and administrative operations of the organization, including accounting, grants administration, budget and financial management, project reporting and financial oversight. Human resource functions include payroll and benefits administration. Reports to Executive Director.

Essential duties and responsibilities include the following. Other duties may be assigned.

Key Responsibilities:

Finance & Accounting

  • Perform day-to-day bookkeeping and accounting functions
  • Process all invoices
  • Process bi-weekly timesheets and payroll, including employee benefit contributions and adjustments
  • Prepare and submit quarterly tax filings
  • Prepare annual audit and Form 990
  • Prepare financial reports, budgets, and quarterly forecasts
  • Attend quarterly board meetings; present finance reports at board meetings
  • Track expenditures to budget, coordinating with ED and program staff as needed
  • Update accounting practices and develop new policies as needed
  • Prepare Indirect Cost Rate proposal and submit to cognizant agency for negotiation, as needed
  • Ensure compliance with audit and other requirements
  • Maintain and update internal Policies & Procedures related to organizational finance management

Grant Administration

  • Manage and maintain grant tracking and accounting systems
  • Update project expenditures monthly
  • Prepare and submit timely grant and government contract reports and invoices
  • Prepare and submit timely project reimbursement requests per grantor requirements
  • Calculate, track and invoice personnel and indirect costs
  • Maintain contracts log and coordinate reporting requirements with staff
  • Provide project budget status updates to staff and project partners
  • Prepare and submit match reports in accordance with grantor requirements
  • Stay current on guidelines and requirements for active government contracts
  • Assist ED with contracts development and review

HR & Operations

  • Manage HR, payroll and benefits administration
  • Conduct employee onboarding and termination procedures
  • Submit annual charitable organization filings and registrations; renew annual business licenses
  • Renew and administer required insurance and certifications annually
  • Administer employee benefit plans
  • Prepare annual 1099 forms
  • Maintain HR and personnel records in accordance with applicable laws
  • Maintain organizational email accounts
  • General office support

Required Qualifications: College/university degree with major or certificate in accounting or business management plus 2 or more years related experience in bookkeeping or accounting (equivalent combination of education and experience considered). Proficiency in QuickBooks and MS Office. Accuracy and attention to detail. Strong organizational skills and ability to maintain/create effective administrative systems. Ability to prioritize and manage multiple projects/deadlines. Excellent communication and interpersonal skills; ability to work independently and as a member of a team; willingness to learn; interest in conservation.

Preferred Qualifications:

  • Prior experience with state and federal grant administration and contract portals
  • Non-profit accounting experience
  • Budget management and financial reporting
  • Familiarity with Unanet and ADP

Location: Preferred location is in West Virginia, within visiting distance of our Davis office. CVI operates on a mostly remote work-from-home model, with some staff attached to partner offices. Work schedule is Monday-Friday. Occasional evening meetings, occasional travel required. Infrequent outdoor outreach events, sometimes on weekends.

Salary: The salary range for this position is $45,000 – $58,000 and is dependent upon experience and qualifications. Expectations for upper level salary range include experience in federal grants administration, financial planning, contract experience, non-profit accounting, budget forecasting, and/or substantial similar prior experience.

Benefits package includes health/dental insurance (100% employer contribution) and a 403(b) retirement plan. This is a full-time exempt position.

  • Flexible schedule
  • Monthly phone stipend
  • Health, Life, and Dental insurance
  • Paid time off
  • Parental, bereavement and sick leave
  • Retirement plan

CVI is an Equal Employment Opportunity and Affirmative Action employer. 


Please submit your cover letter and resume to personnel@canaanvi.org with your name and FOM in the subject line. Applications reviewed on a rolling basis starting on June 1, 2024.

When you apply, please indicate that you are responding to the posting on Conservation Job Board.

Category Admin & Leadership