Job Summary

The operations specialist is a highly organized and analytical team member who specializes in the overall administrative management of the organization and its grant contracts. This includes general administrative functions of human resources, fiscal grant management and compliance, and the financial transactions of the organization. Administrative human resource functions includes the management of pre-employment and onboarding processes for job candidates, benefit enrollment, maintaining employee documentation, and monitoring timecards. The operations specialist also manages the daily transactions of the organization, including invoicing, deposits, purchases, and bills. The management of federal, state, and private foundation grants is an essential function of the operations specialist and includes the timely submission of reimbursement requests to grantors, maintenance of grant budgets, documenting payments and expenditures, optimizing the grant administration process, ensuring compliance with grant regulations and contracts, educating staff on policies, and preparing financial reports.

The ideal candidate for this role should have superior organizational skills, great leadership qualities, and exceptional budgeting and monitoring skills. The operations specialist works with program directors to ensure that grant programs operate efficiently, helps to streamline grant administration, and keeps our organization fiscally sound.

Essential Functions Human Resources

Assists job candidates with Pre-employment process including issuing background checks, drug screening, and TB tests

Issues company property to employees and maintains documentation of company property

Ensure staff complete all required documentation, policies, and procedures during onboarding process of new hires

Compiling and maintaining paper, digital and electronic confidential employee records

Entering employee data into payroll system

Monitor employee time cards and track employee hours across multiple grants

Prepare timecards for payroll

Schedule and prepare employee benefit enrollment and deductions

Organizational Operations and Bookkeeping

Prepares, issues, and sends out receipts, bills, policies, invoices, statements, and checks.

Copies data and compiles records and reports.

Opens and routes incoming mail, answers correspondence, and prepares outgoing mail.

Monitor expenses in line with the organizational budget and program budgets

Provide recommendations and suggestions for improvements in any aspects relating to increased performance

Manages employee travel and expenses

Details expense coding for bookkeepers

Processes all accounts payables for the organization

Works with Executive Director, Bookkeepers, and Program Director to maintain document templates for staff to streamline reporting, e.g. employee expense report template, time allocation templates, employee program budget template, policies and procedures, etc.

Assists the executive director and CPA with financial reporting

Grant Compliance and Management

Coordinates with various program staff on grant expenditures and budgets

Maintains calendar of key grant deadlines

Compiles and submits detailed reimbursement requests to grantors

Tracks grant receivables

Tracks grant expenses

Prepares grant and program financial reports for program directors and executive director

Reviews and summarizes grant award contracts for staff

Maintain grant binders and chronological records of grant expenses, reimbursement requests, and grant payments.

Job Qualifications

Education: Associates Degree or higher in Accounting, Finance, Public Administration or related field

Education: Training in QuickBooks or grant management a plus

Experience: 2-3 years of related experience with nonprofits

2-3 Years experience with QuickBooks Online

Knowledge of Bookkeeping and GAAP required

2-3 Years experience managing program and grant budgets

Knowledge of grant contracts and application process

Skills

Excellent verbal and written communication

Social perceptiveness

Active listening

Time management

Proven experience in working in nonprofit operations

Strong problem-solving and analytical skills

Good social and presentation skills

Excellent oral and written communication skills

High self-initiative with the ability to work well under pressure

Able to work effectively with minimal supervision

Knowledge of handling general office equipment

Proficient in technology especially Google Suite applications

Physical capability of standing or sitting for long hours each workday

Work Environment Our employees work in a supportive and collaborative office environment. This position is full-time and based in Las Vegas at Foundation for Recovery’s recovery community center. Foundation for Recovery will provide all the tools necessary to perform the duties of the position.

Physical Demands Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

About Foundation for Recovery Established in 2005, Foundation for Recovery has built programs and partnerships to remove barriers for Nevada families and communities impacted by substance use and mental health disorders. Our success is attributed to a simple concept; expand community support services, empower local leaders, build capacity for authentic addiction recovery resources, and treat people who use substances with dignity and respect.

As Nevada's first and only statewide Recovery Community Organization, our philosophy is that those closest to the issue are closest to the solution. Which is why most of our staff, board, and volunteers who drive our mission are people with their own life experiences recovering from addiction and co-occurring disorders.

Together, we uplift the voices of our communities and choose to focus on our strengths and talents, rather than our illnesses. This strength-based approach guides our vision for a world where resources, treatment, and support for addiction and mental health are abundant.

Disclaimer Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Job Details and Salary

Full-time exempt employee

Fringe benefits, including health, vision, and dental insurance available after three months of employment.

Salary Range: $43,000 - $55,000

PTO/Vacation Package