Summary
Description
Remote- Southern California preferred but not required. Must reside in either California or Colorado.
Working Circle is a small, multistate non-profit organization dedicated to ensuring wolves, livestock, and people can successfully coexist and thrive on shared landscapes. Founded in 2016 and rapidly growing, our team implements practical, long-term strategies that reduce wolf-livestock conflict while strengthening ranch viability and resilience. We envision resilient and economically viable ranch operations that support healthy and ecologically diverse wild-working landscapes across the West.
The Operations and Finance Manager (OFM) will support Working Circle’s mission by ensuring that day-to-day operations, financial administration, human resources, compliance, and organizational systems run efficiently. The OFM will work closely with the Founding Director and senior staff while serving as the primary liaison with external operational partners, including our CPA, payroll provider (ADP), insurance broker, and other professional service providers.
The ideal candidate is a highly organized, detail oriented generalist who enjoys creating systems, improving processes, and taking ownership of operational responsibilities. This person should be comfortable working independently, managing competing priorities, and working across finance, HR, administration, compliance, grants, and organizational operations. The Operations and Finance Manager will not be expected to be a legal, tax, or accounting expert. They will coordinate these areas internally and work closely with the organization's external professional advisors to ensure requirements are met accurately and on time.
This position is designed for a nonprofit environment where one team member may work across several areas within a small and expanding nonprofit organization. A passion for our mission is a must. The right candidate will have opportunities for professional growth within the organization as both the individual and organization grow.
Key Responsibilities:
General Operations (35%)
- Serve as the primary internal point of contact for routine HR and administrative needs including but not limited to:
- Onboarding
- Contracts
- Insurance set up
- Policy and Procedures
- Coordinate required nonprofit HR and tax filings, registrations, and periodic reports at state and federal level.
- Maintain organizational calendars and systems for tracking federal, state, and local nonprofit compliance requirements.
- Help create and maintain clear, consistent internal HR processes.
- Coordinate payroll and benefits administration, including health insurance enrollment and changes through ADP.
- Maintain organized records related to compliance, insurance, contracts, organizational governance.
- Coordinate with the organization's insurance broker regarding renewals, certificates of insurance, and other insurance needs.
- Coordinate with external HR, payroll, insurance, and professional advisors as needed.
- Manage Drive files including uploading, organizing, and protecting critical organizational files and documents.
- Help identify operational risks and bring potential issues to the attention of the Founding Director.
- Support the Founding Director and senior staff as needed.
Financial and Accounting (35%)
- Conduct monthly reconciliation of organizational bank and financial accounts.
- Code and categorize organizational expenses and revenue according to the organization's chart of accounts.
- Track organizational budgets and monitor actual spending against budget.
- Update monthly Profit & Loss reports.
- Prepare monthly financial and budget variance reports for leadership.
- Work with the Founding Director, CPA, and other professional advisors to ensure required tax, legal, and 990 filings are completed accurately and on time.
- Collect, review, and maintain receipts and documentation for staff and organizational expenses.
- Support annual budgeting and financial planning processes.
- Maintain organized financial files and documentation.
Board Engagement (15%)
- Support the Founding Director with high quality operational and financial reports for board meetings.
- Prepare and organize board meeting packets.
- Attend board meetings and take minutes, format, and distribute for review.
Donor and Fundraising Support (10%)
- Manage donor and grant reporting deadlines
- Maintain organized grant documentation and supporting records.
- Track restricted grant expenses and support alignment between grant budgets and organizational spending.
- Maintain donor database information and organizational records.
- Provide administrative support for fundraising activities and donor management as needed
Special Projects (5%)
- Support logistical coordination for clinics and workshops as needed.
Requirements:
- At least 3 years of professional experience in operations, administration, finance, HR, or a related field, preferably in a nonprofit setting.
- Minimum 2 years of experience working in non-profit sector.
- Working knowledge of state employment laws and HR best practices.
- Working knowledge of basic accounting including:
- Budget development and tracking
- Profit & Loss statements
- Budget variance reports
- Chart of Accounts
- Account reconciliation
- Expense coding and categorization
- Demonstrated experience managing multiple operational responsibilities with a high degree of independence.
- Excellent writing and oral communication skills.
- Proven ability to design and improve systems in a growing or evolving organization.
- Ability to handle confidential financial, personnel, and organizational information with discretion.
Work Environment:
This position will take place in a hybrid (if located in southern, CA) or fully remote setting (California or Colorado) and offer a flexible, full time schedule. Participation in monthly, evening board meetings will be expected.
How to Apply:
Send resume and cover letter to Maddie Munro maddie@workingcircle.org
Applications without cover letters will not be considered. Eligible candidates will be contacted for interviews taking place the week of October 13th with an intended, but flexible, start date of November 2nd.
