Job Title: Office/Operations Manager [Job ID: #2013]
Job Type: Part-time (20 – 25 hours/week); Temporary; Non-Exempt
Application Deadline: Until Filled
New Haven Works is a nonprofit organization that provides job placement assistance to New Haven residents, ensures that local employers have access to qualified candidates, and is a resource to the workforce development community of South Central Connecticut.
The Operations Manager reports to the Interim Executive Director and is responsible for New Haven Works accounting functions, human resources support and the office management. They will work closely with and provide support to the Executive Management Team and the Interim Executive Director.
Most staff are working in a hybrid (remote and in-person) fashion. The new temporary Operations manager should expect both in-person and virtual work throughout the duration of the assignment
Essential Duties and Responsibilities:
- Maintain payroll information by collecting, calculating, entering data and uploading it to ADP
- Maintain employee confidence and protect payroll operations by keeping information confidential.
- Update payroll records by entering changes in exemptions, insurance coverage, savings deductions, job title and changes in pay rates
- Track all employees Paid Time Off
- Oversee accurate paper and computer files on participants with all required documentation necessary for case management and funding reporting
- Prepare all New Haven Works invoices and print checks for signature by the Interim Director
- Prepare all grant invoices for the CT Department of Labor and the City of New Haven for approval by the Interim Executive Director
- Prepare financial documents for Board of Directors and grant funders
- Prepare monthly and quarterly reports including CT Department of Labor, CT Department of Economic and Community Development and City of New Haven
- Supervise IT and Communications staff person
- Supervise Front Desk receptionist
- Oversee computer lab and front office and maintain all health and safety compliance
- Manage transportation vouchers, and clothing donations and distributions
- Work closely with program staff to ensure a team approach in providing case management and job readiness for participants
- Perform other related duties as required and assigned
Required Qualifications and Skills:
- Associate’s Degree majoring Accounting, Business Management or related fields; or 3+ years working in a non-profit accounting role or related experience;
- Demonstrated excellent customer service skills;
- Excellent written and verbal communication skills, close attention to detail, and the ability to effectively present nuanced information with clarity and confidence;
- Proficiency in MS Word, MS Excel, Gmail, and other Google applications (i.e., Docs, Sheets, Calendar);
- Demonstrated efficacy working as part of a team in a fast-paced environment;
- City of New Haven resident
- Ability to work some Saturdays and or evenings
Preferred Qualifications and Skills:
- Familiarity with Quickbooks, ADP or other similar accounting software/service
- Familiarity with CRM or other database platforms
- Proficiency with Zoom and other web-based meeting platforms
- Knowledge of regional social services resources
New Haven Works is an equal opportunity employer. Interested candidates should submit their resume and cover letter to email@example.com. Only complete applications (resume and cover letter) will be considered.
Job Title: Executive Director
Job Type: Full-time; Regular; Exempt
Compensation: $75,000 - $85,000 dependent on experience; benefits including healthcare and
Application Deadline: Until Filled
The Executive Director reports to the Board of Directors, and is responsible for the organization's consistent achievement of its mission and financial objectives by building, maintaining, and establishing relationships with board members, partner employers, community partners, collaborating organizations, and leaders in business, industry, and government. The Executive Director oversees all program development and administration, ensures the organization has sufficient resources, directs the management of all staff and policies and procedures, and directly supervises senior staff.
Essential Duties and Responsibilities
- Assure that the organization has a long-range strategy which achieves its mission, and toward which it makes consistent and timely progress.
- Provide leadership in developing program, organizational and financial plans with the Board of Directors and staff, and carry out plans and policies authorized by the board.
- Promote active and broad participation by volunteers in all areas of the organization's work.
- Maintain official records and documents, and ensure compliance with federal, state and local regulations.
- Maintain a working knowledge of significant developments and trends in the fields of workforce development, local economy, community development, and labor.
In outreach and communications, the Executive Director will:
- See that the board is kept fully informed on the condition of the organization and all important factors influencing it.
- Publicize the activities of the organization, its programs and goals.
- Establish sound working relationships and cooperative arrangements with employer partners, community groups, elected officials, and collaborating organizations.
- Represent NHW on boards, committees, at panel presentations, and in other public and private settings
- Meet and maintain relationships and collaborations with leaders in the non-profit, labor, business, local government, and workforce communities, as well as consultants and government agencies.
In relations with staff, the Executive Director will:
- Be responsible for the recruitment, employment, and release of all personnel, both paid staff and volunteers.
- Ensure that job descriptions are developed, that regular performance evaluations are held, and that sound human resource practices are in place.
- Train and supervise staff, run staff meetings and staff projects
- Encourage staff and volunteer development and education, and assist program staff in relating their specialized work to the total program of the organization.
- Maintain a climate which attracts, keeps, and motivates a diverse staff of top quality people.
In budget and finance, the Executive Director will:
- Be responsible for developing and maintaining sound financial practices.
- Work with the staff and the board in preparing a budget; see that the organization operates within budget guidelines.
- Ensure that adequate funds are available to permit the organization to carry out its work.
- Jointly, with the board of directors, conduct official correspondence of the organization, and execute legal documents.
- Identify and pursue new funding opportunities, develop relationships with funding agencies, and oversee grant application process.
- Develop work scopes, execute funding contracts, and ensure accurate and timely contract compliance.
- Six years’ experience in organizational leadership in a variety of capacities with workforce development, labor unions, community services, or related field; and a minimum of a high school diploma or equivalent. At least two of the six years of organizational leadership experience in workforce development.
- Success in roles requiring self-motivation, self-discipline, excellent organizational skills and the execution of multiple tasks while responding to multiple priorities
- Demonstrated ability to build and maintain relationships with a wide array of people – junior and senior, for-profit and nonprofit, and from diverse backgrounds
- Outstanding communication and interpersonal skills along with confidence to present and defend/debate ideas without ego interfering. Proven ability to work with tact, diplomacy efficiency, flexibility, and good humor.
- High level of professionalism in one-on-one and group meetings
- Knowledge of political and community organizational structures and organizations
- Passionate about New Haven Works’ mission and impact
- Knowledge of the regional labor market and a clear analysis of the challenges New Haven residents face obtaining living wage jobs
- Ability to solve problems, identify new opportunities, and maintain a vision for the organization to maximize its impact.
- Ability to remain focused in the face of pressure, delivers against timeline without being intimidated by tasks/time limitations
- Excellent computer skills, particularly MS Office (Word, Excel, and PowerPoint)
- Reside in New Haven.
Preferred Experience and Skills:
- Understanding of the hiring processes and cultures of New Haven Works’ existing partner and participating employers, as well as other major employers strongly preferred
- Demonstrated fundraising experience
- Familiarity and experience with principles of casework management
- Proficient in or able to quickly learn Broadstripes
New Haven Works is an equal opportunity and affirmative action employer. Interested candidates should submit their resumes and cover letters to firstname.lastname@example.org. Only complete applications (resume and cover letter) will be considered.