What are the responsibilities and job description for the Finance Office Manager position at Urban Sprouts Child Development Center?
Office Manager
Urban Sprouts is looking for an Finance Office Manager to supervise, track and evaluate day-to-day financial activities of the business. The Finance Office Manager responsibilities will include maintaining systems for collecting, analyzing, verifying and reporting information on accounting, payroll, and human resources. She/He is also assigned to monitor daily business and advise the management about accounting principles, practices and procedures along the guidelines established by the company and current laws or grant guidelines. This individual will work closely with our financial management team and COO.
Manage and oversee the daily operations of the accounting department including:
- Work with the accountants and their systems in place to maintain and update financial records, including ledgers, receipts, invoices, and payments.
- Process invoices and expense reports, including coding by expense and grant classification in Dext, and ensure proper entry into QuickBooks
- Match credit card receipts to transactions and code appropriately for grant/expense tracking in Dext for QuickBooks entry
- Set up and maintain vendor profiles, including collecting W-9s for year-end tax reporting
- Support 1099 preparation and annual filing
- Resolve vendor payment inquiries and discrepancies
- Reconcile bank deposits to Network for Good and OneCause fundraising reports, including applying appropriate grant classification coding
- Manage petty cash and ensure all disbursements are properly documented and coded
- Maintain data entry and reconcile deposits within the SmartcareOS system
- Assist with federal and state subsidy reporting
- Perform additional accounting and administrative data entry tasks as assigned
- Provide support to the COO and accountants in various tasks and projects.
- Track and manage tuition payments from families.
- Ensure timely collection and accurate recording of tuition fees.
- Communicate with families regarding payment status and address any discrepancies.
- Ensure all financial transactions are recorded accurately and in a timely manner.
- Assist with internal and external audits as needed (gathering documentation)
- Monitor and manage accounts payable and receivable.
- Process invoices, payments, and expense reports.
- Manage payroll processing and ensure timely payment of salaries and wages.
- Assist in the preparation of budgets and financial forecasts.
*Reports directly to COO
Benefits Coordinator
- Health, Vision, Dental, and Life Insurance Management
- Oversee the enrollment, renewal, and management of health, vision, dental, and life insurance benefits for employees.
- Assist new hires with benefits enrollment and provide ongoing support for existing employees.
- Ensure all benefit-related information is accurately documented and maintained.
- Retirement Plan Administration (503b)
- Manage the enrollment, renewal, and administration of the 503b retirement plan.
- Guide new hires through the retirement plan options and assist with the enrollment process.
- Provide ongoing support and information to employees regarding their retirement benefits.
- PTO Monitoring and Management
- Monitor and manage Paid Time Off (PTO) requests, ensuring timely approval and accurate record-keeping.
- Coordinate and schedule PTO on the company calendar to ensure proper staffing levels.
- Communicate with employees regarding their PTO balances and policies.
Office Manager Skills:
- Good decision-making abilities
- Organizational skills
- Excellent verbal and written communication skills
- Strong problem-solving and analytical skills
- Proven leadership skills
- He/she should be highly capable of multi-tasking, working well under pressure and keeping up-to-date with early childhood-specific business ethics, and accounting trends, applications and programs.