Office Manager

Sierra Executive Solutions, Inc. (SES) is a 3rd party search firm recruiting for an Office Manager (Finance & Operations Manager) for a healthcare industry non-profit 501(c)(3) organization based in Carson City, NV. This is a hybrid position and local No. NV applicants will be given preference for interview due to the urgency to fill the role.

The Core Values and Expectations of Employees are consistent with typical healthcare service environments and company cultures:

• Service-oriented, positive attitude, committed to the mission

• Trustworthy, adheres to ethics and compliance standards

• Collaborative, team-oriented, respectful communicator

• Productive, consistent, efficient

• Knowledgeable and open to learning

• Accountable and applies good judgment, discretion and confidentiality

• Resourceful, innovative, inclusive

POSITION SUMMARY

The Finance & Operations Manager serves as a key member of the administration and finance team and is responsible for supporting the organization's financial, human resources, operational, and compliance

functions.

Reporting to the Director of Admin & Finance, this position manages day-to-day accounting activities, payroll administration, human resources operations, grant compliance support, and organizational administrative functions.

This is a hands-on, detail-driven role in a small and collaborative team. The successful candidate is trusted with confidential employee, financial, and member information, and exercises independent judgment, manages critical business processes, and serves as a strategic partner to leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform the job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Finance & Accounting

• Manage accounts payable and accounts receivable functions.

• Prepare payments, deposits, and cash receipts.

• Perform monthly bank, credit card, and balance sheet account reconciliations.

• Maintain the general ledger and assist with monthly and year-end closings.

• Prepare payroll and maintain payroll records.

• Assist with preparation of monthly financial statements and management reports.

• Monitor cash balances and support cash flow management.

• Assist with annual budget development and budget monitoring.

• Support grant accounting, tracking, allocations, and reporting.

• Prepare supporting documentation for grant reimbursements and draw requests.

• Assist with annual audit activities.

• Ensure compliance with GAAP, organizational policies, and federal and state grant requirements.

Human Resources Administration

• Serve as the first point of contact for staff questions on benefits, paid time off, and HR policies, escalating complex or sensitive matters to the Director of Admin & Finance.

• Administer the full new hire cycle of onboarding, including offer letters and new hire packets, Form I-9 completion and verification, W-4 and direct deposit setup, benefits enrollment, orientation scheduling, and coordination of equipment and system access.

• Administer separations, including final pay coordination, benefit termination, equipment returns, system deactivation, and exit interview scheduling.

• Serve as system administrator for BambooHR, maintaining employee records, the org chart, paid time off accruals and usage, and the document library, and generating reports as requested.

• Maintain complete and accurate personnel files in compliance with federal and Nevada recordkeeping requirements, including separate confidential storage of Forms I-9 and all medical, benefits, and accommodation documentation.

• Coordinate annual open enrollment, including scheduling, employee communications, carrier

submissions, and post-enrollment reconciliation of elections to payroll deductions.

• Serve as the day-to-day liaison to benefit brokers and carriers.

• Prepare payroll inputs by verifying activity reports and paid time off usage, applying approved changes, and confirming that labor costs are allocated to the correct funding sources.

• Reconcile monthly benefit invoices and retirement plan contributions to payroll registers, and research and resolve discrepancies.

• Track and report completion of all required annual staff trainings, including HIPAA, IT security, and harassment prevention.

• Maintain current federal and Nevada labor law postings.

• Support workers’ compensation reporting and unemployment claim responses.

• Coordinate the annual review and renewal of employee benefit and workers’ compensation policies.

Operations & Office Administration

• Oversee office operations and administrative systems including building management and office

inventory, and answering calls.

• Manage vendor contracts and service agreements.

• Coordinate relationships with IT vendors, facilities providers, and other external partners.

• Maintain organizational insurance policies and records.

• Oversee document retention and records management systems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education

• Bachelor’s degree with emphasis in accounting, business administration, human resources or related field is preferred.

• A combination of education and experience to meet the minimum requirements may be considered.

Experience

• Minimum of 3 years of progressively responsible experience in accounting or nonprofit operations experience is required.

• Working knowledge of QuickBooks Online required.

• Experience with HR administration — onboarding, benefits, leave tracking, or payroll support — strongly preferred.

• Experience with an HRIS platform preferred; BambooHR experience a plus.

• Experience in a nonprofit setting, with fund accounting, or with federal grant compliance and reporting preferred.

• Working knowledge of generally accepted accounting principles (GAAP) and basic financial data analysis.

Required Skills and Abilities

• Exceptional attention to detail and accuracy in both financial and personnel recordkeeping.

• Demonstrated discretion and sound judgment in handling highly confidential employee, financial,

and member information.

• Strong written and verbal communication skills.

• Strong organizational and time management skills.

• Ability to work independently as a self-starter and collaboratively as part of a small team.

• Ability to adapt to a continually evolving environment and to identify and solve problems

resourcefully.

• Regular and reliable attendance.

Technology Proficiency

Proficient with QuickBooks Online, Microsoft Office Suite (including intermediate Excel), SharePoint, and internet applications in a Windows environment. Comfortable operating remote communications platforms such as Microsoft Teams and Zoom. Comfortable learning new systems quickly.