Operations Manager

The Sarasota Bay Estuary Program (SBEP), a National Estuary Program located in Sarasota, Florida, is seeking a full-time Operations Manager to oversee the organization's financial, administrative, and operational functions.

Reporting directly to the Executive Director, the Operations Manager is responsible for managing the day-to-day business operations of SBEP, including financial administration, grants management, budgeting, procurement, contracts, human resources administration, board support, and office operations. This position plays an important role in ensuring that the organization operates efficiently, remains compliant with applicable grant and regulatory requirements, and provides strong administrative support to staff, partners, and leadership.

The ideal candidate is a highly organized and dependable professional who enjoys working in a small-team environment and can comfortably manage a variety of responsibilities. Candidates with experience in nonprofit, governmental, or small business operations are encouraged to apply. Experience with accounting, grants administration, human resources, and office management is particularly valuable.

As a small organization, SBEP values practical solutions and continuous improvement. The Operations Manager will have opportunities to recommend and implement process improvements, workflow enhancements, and technology solutions that help the organization operate more efficiently and effectively.

Financial Management & Grants Administration (~60%)

• Oversee all financial operations for SBEP, including accounting, budget control, revenues, accounts payable/receivable, and purchase orders.
• Track grant expenditures and reimbursements; report, collect, and process all federal reimbursements and local government contributions.
• Coordinate the budget and other financial portions of the Annual Workplan for submittal to the U.S. Environmental Protection Agency (EPA).
• Maintain controllable expenditures within budget and initiate budget amendments as required by EPA regulations when necessary.
• Ensure SBEP meets matching fund requirements for grants received and that in-kind match is documented in accordance with awarding agency standards.
• Coordinate the annual external independent audit and support additional intermittent financial audits conducted by EPA and the State of Florida, providing financial reports and supporting documentation as requested.
• Coordinate with the National and Regional EPA Project Officers on EPA grants to ensure that applications, reporting requirements, documentation, and tracking are completed accurately and on time.
• Prepare regular financial reports for the Management and Policy Boards.
• Advise the Executive Director on operational, financial, and strategic matters and assist other staff with financial tracking.
• Identify and implement practical improvements to administrative processes, workflows, and business systems that support organizational efficiency and effectiveness.

Contracts, Compliance & Public Records (~25%)

• Draft and review contracts, cooperative and intergovernmental agreements, and grant/sponsorship agreements with Legal Counsel and the Executive Director and determine the right instrument (contract, subaward, or grant) and incorporate required federal and Florida provisions.
• Manage procurements from informal quotes and ITBs through formal RFPs, coordinating with the City of Sarasota as purchasing agent. Ensure compliance with all relevant federal and state purchasing and procurement procedures.
• Support compliance with Florida public records and Sunshine Laws for the governing board, advisory committees, and other relevant meetings.
• Oversee and support preparation of Management/Policy Board agendas, meeting notices, and meeting packets.
• Write, update, and maintain SBEP’s policies and procedures so internal practices keep pace with changes in Florida law and federal grant requirements. Develop staff guidance, including leading the upcoming revision of the SBEP Operations Manual.
• Provide oversight and coordination of administrative contractors, consultants, vendors, and service providers as assigned.
• Assess and improve internal business processes, records management systems, workflow procedures, and administrative controls through the effective use of technology and continuous process improvement practices.

Human Resources & Office Operations (~15%)

• Serve as the primary coordinator of day-to-day organizational operations for a small public agency, ensuring efficient integration of financial, administrative, technology, compliance, and human resource functions.
• Serve as the agency’s human resources, payroll, retirement, and benefits coordinator.
• Lead the hiring process, including developing job postings, coordinating advertising and recruitment, and developing scoring rubrics and interview questions.
• Lead the onboarding process for new employees.
• Ensure hiring practices comply with employment laws and best practices to minimize legal risk.
• Oversee the Administrative Assistant’s day-to-day performance of operational tasks, including assigning, coordinating, and reviewing work; formal supervision of the position rests with the Executive Director.
• Maintain general responsibility for office operations.
• Identify opportunities to improve organizational effectiveness through workflow redesign, software implementation, process automation, and staff training.
• Maintain and oversee administrative technology systems, ensuring organizational records, workflows, and operational information are managed efficiently and securely.

Requirements:

• Graduate degree in business, public administration, accounting, financial management, or related field, with a minimum of 5 years relevant work experience; OR
• Undergraduate degree in business, public administration, accounting, financial management, or related field, with a minimum of 7 years relevant work experience.
• Experience administering federal grants, including compliance with 2 CFR 200 (Uniform Guidance).
• Experience drafting, reviewing, or administering contracts and agreements.
• Experience developing organizational policies and procedures.
• Experience coordinating work with legal counsel.
• Experience developing and managing annual budgets in excess of two million dollars.
• Experience with financial analysis and reporting.
• Experience administering human resources functions, including recruitment and hiring, onboarding, payroll, benefits, and performance management.
• Close attention to detail and the ability to meticulously track expenses to ensure accuracy, regulatory compliance, and the prevention of fraud.
• Excellent oral and written communication skills.
• Experience evaluating, implementing, administering, or improving accounting, ERP, workflow management, document management, payroll, procurement, or similar business systems.
• Demonstrated ability to analyze business processes, establish internal controls, document standard operating procedures, and implement process improvements.
• Experience coordinating technology-based operational improvements and organizational change initiatives.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Teams, and SharePoint, and experience using accounting, ERP, workflow management, payroll, procurement, or other business management software to support organizational operations and financial management.

Preferred Qualifications:

• Experience working for a public (federal, state, or local) agency.
• Experience conducting or supporting public procurements under Florida statutes and/or federal procurement standards.
• Experience managing external support service providers.
• Experience with public-sector benefits and retirement administration, including the Florida Retirement System (FRS).
• Knowledge and experience with Florida’s Sunshine Law.
• Experience with governmental fund accounting and fund accounting software (e.g., Fund-EZ).
• Knowledge of Florida ecosystems and environmental policies and the National Estuary Program.
• Experience leading software selection, implementation, integration, data migration, or business process improvement initiatives.
• Experience administering cloud-based accounting systems, ERP platforms, or integrated business management software.
• Experience working in organizations with fewer than 25 employees where operational responsibilities span finance, procurement, human resources, compliance, and administrative management.
• Experience developing operational dashboards, workflow tracking systems, or performance metrics to support management decision-making.

Weekends and Travel:

• Occasional evening and weekend work will be required as part of the employee’s regular 40-hour work week.
• Day travel within Sarasota and Manatee Counties will occur periodically, and personal auto miles will be compensated.
• There will be occasional overnight travel to attend conferences, trainings, presentations, and meetings.

Screening of Candidates for Eligibility: SBEP participates in E-Verify, a screening system that allows employers to determine the eligibility of their employees to work in the United States. The selected applicant will also be subject to a criminal background check.

Compensation and Benefits:

• Salary: The successful candidate will be hired at a salary within the range of $65,000 to $80,000 annually, commensurate with education and work experience.
• Retirement: SBEP participates in the Florida Retirement System (www.myfrs.com).
• Deferred Compensation: Nationwide 457 Plan available.
• Health, Dental and Vision: Employer supplemented.
• Life Insurance: Employer paid for the employee.
• Paid Leave: Competitive leave package, including annual, sick, personal days, and holidays.
• Location and Hours: A flexible, hybrid work environment. Office location in downtown Sarasota with free parking.

Application Instructions:

Applicants must apply through the application portal at www.sarasotabay.org/careers. Materials received through other platforms will not be considered. Please apply by 5 pm (EST) on Sunday, November 29th.