The part-time Operations Manager is responsible for overseeing and trouble-shooting the day-to-day operations of EPIC, and handles administrative tasks, bookkeeping using QuickBooks, and also developing and implementing standard procedures. This is a part-time position, starting at 10 hours per week and up to 20, working remotely and supervised by the EPIC Executive Director. Learn more about this non-profit conservation organization at www.epicislands.org. 

This is a contracted position, requiring candidates to self-file and pay appropriate taxes. In addition, remote-working contractors must have a home office with associated equipment such as a computer, camera, printer, phone, and a reliable internet connection. If travel or specific software or other equipment is required, EPIC will cover those costs which must be predetermined and agreed upon in advance of any purchases or bookings. Pay is commensurate with experience and ranges from $20.00 to $25.00 per hour.

Initial priorities will be bookkeeping and financial controls, records and file organization, operational systems and administrative support; additional responsibilities will be assumed as time and capacity allow. This position will grow overtime with the right person.

Specific Duties Include:

Bookkeeping and Grant Management

• Reconcile all EPIC bank, credit card, petty cash and other financial accounts monthly in QuickBooks, ensuring that all transactions are supported by receipts or other required documentation, properly coded, and filed. Investigate discrepancies promptly and bring unresolved issues to the Executive Director.
• Monthly creation of grant reports (~10) from QuickBooks sent to program managers for review. Follow-up and make corrections to grant funds per input from the program managers.
• Track new hires, capturing their W-9 form and annually supporting the issuing 1099s to U.S. contractors.
• Create financial reports for the Executive Director and Board members as requested. This is typically the budget versus actuals report, specifically for Board of Directors meetings.
• Establish and monitor financial-control procedures for petty cash, employee purchases, credit cards, receipts and reimbursements, including periodic spot checks and follow-up with staff when documentation or balances do not reconcile.
• Advise on the operations aspects of the annual budget process. Enter annual budgets into QuickBooks.
• Conduct spot checks and cleanups in QuickBooks and perform other QuickBooks or bookkeeping projects as necessary to ensure efficiency and effectiveness.
• Help prepare the annual 990 non-profit tax filing and ensure it matches the indirect cost rate proposals.
• Support the federal indirect cost allocation process. Help prepare the indirect cost rate proposals and track and submit required filings.
• Support the development of clear and improved grant management and tracking including requesting grant funds, indirect cost rate allocations, budgeting and reporting, and supporting EPIC team members.
• Support EPIC’s first financial audit, preparing and responding during the process.
• Establish a reference manual for EPIC-specific QuickBooks processes, codes, and approaches so that there is documentation for future team members to follow.

Administrative and Human Resources

• Establish and maintain orderly organizational filing and records-management systems and work with team members to ensure that required documents, financial records, contracts, grant files and operational records are complete, current and stored in their designated locations. Follow up with team members when information or documentation is missing.
• Update and maintain the EPIC Operations Manual that documents operational details for the non-profit organization.
• Manage the Google Suite and related administrative tasks including creating new emails for new team members, suspending emails, resetting passwords, creating and managing email groups, and security settings.
• Update and maintain the accuracy of the EPIC organizational chart and roster.
• Regularly review, manage, and pay vendors, subscriptions, software licenses and recurring charges; identify unused, duplicative or unnecessarily expensive services; and recommend cancellations, consolidation or renegotiation.
• Responsibly manage an EPIC credit card to pay for necessary expenditures.
• Manage and utilize a Google operations calendar used to track EPIC operations.
• Conduct and support asset management, including supporting the EPIC team in their use of technology including proactively identifying tech support, managing data back-ups, managing OneDrive and Google drive data sets, ordering and managing the installation of new equipment, ordering and tracking software licenses, etc.
• Manage vendors systems, keeping EPIC current, such as the My Florida Marketplace and the portal for the government of the Virgin Islands.
• Train and communicate with staff about QuickBooks coding, submission of receipts and other tasks necessary to ensure smooth operations.
• Handle correspondence including the info@epicislands.org
• Assist with making travel arrangements and itineraries.
• Occasionally serves as liaison between EPIC internal and external members and the Executive Director, ensuring efficient and timely communication.
• Maintain and enforce office policies and procedures, ensuring compliance with company standards and developing new standards when necessary. Assist in the recruitment and onboarding process, including the HR manual, for new staff, interns, contractors, or volunteers.
• Handle sensitive information with utmost confidentiality, while maintaining a high level of professionalism.
• Serve as a point of contact and manage incoming and outgoing correspondence, including emails, phone calls, and mail as necessary.
• Prepare documents, cheat sheets, letters, manuals, and other communications as necessary to achieve stated goals.
• Review and standardize the monthly Program Reports that all team members contribute to, including editing, formatting and creating a pdf document.
• Make purchases for team members and create custom orders, including but not limited to office supplies, stationery, business cards, signs, office equipment and supplies, etc.
• Ensure company and project data is entered, accurate, and managed. This may include contact information, census data, financial information or other types.
• Research opportunities and the costs to provide benefits and resources for EPIC staff to increase retention.
• Create and implement a standardized onboarding system.
• Serve as an administrative assistant to the Executive Director entering contacts into the database, following up on details, and other tasks as assigned.
• Support the implementation of the use of a new Contact Management Software.
• Support the scheduling and management of team meetings and a monthly team email message.
• Provide administrative and executive support to the Executive Director, including entering and maintaining contacts, tracking follow-up items, coordinating information and documents, assisting with scheduling and travel, and completing other administrative tasks as assigned. The scope of executive support may expand over time as the Operations Manager becomes familiar with EPIC's operations.

Process Management and Research

• Develop and implement processes and policies to improve efficiency and effectiveness within EPIC.
• Ensure all processes meet legal and quality standards, implementing changes when necessary.
• Conduct research to ensure that EPIC is complying with national, international, industry and trade standards.

Other

• Build and maintain positive relationships.
• Support all-team efforts such as team meetings and helping with large scale projects, where “all hands are on deck” such as annual fundraising events and other efforts, etc.
• Serve as a member of the EPIC Operations Team and collaborate with other team members as necessary to ensure a positive and professional working atmosphere.
• Other tasks and duties as assigned by the Executive Director.