Epacenter
EPACENTER
Job Description
Accounting and Operations Manager Position Overview Reporting to the Associate Director of Administration, the Accounting and Operations Manager ensures that EPACENTER's day‑to‑day finance and office operations run smoothly and accurately. This role manages bookkeeping, cash handling, accounts payable and receivable, bill entry, and monthly bank reconciliations, while partnering with the Interim Fractional CFO to maintain clean financial records. The role also serves as the hub for office operations, including mail handling, supply ordering, staff lounge management, workspace readiness, and onboarding support so that new and current team members have the technology, software access, and information they need to succeed.
Key Roles and Responsibilities Accounting and Bookkeeping The manager oversees full‑cycle bookkeeping and cash reconciliation. The work includes entering and coding bills and invoices, processing payments, recording deposits, managing vendor and customer records, and preparing aging and cash reports. The manager completes month‑end close tasks that include bank and credit card reconciliations, review of transaction coding, maintenance of supporting documentation, and preparation of schedules needed by the Interim Fractional CFO. The manager supports audit readiness by organizing files, updating checklists, and responding to document requests. The manager partners with the Interim Fractional CFO on improving processes, updating policies, and maintaining accuracy in the general ledger.
Accounts Payable and Receivable The manager receives, verifies, and enters vendor bills. The manager prepares payment runs, tracks W‑9 forms, and supports issuance of annual 1099s. The manager records customer invoices and receipts, monitors aging, and follows up on outstanding balances in coordination with program and rentals staff. The manager ensures that all transactions have clear backup and that approvals follow policy.
Cash Handling and Reconciliation The manager maintains procedures for cash receipts that include daily or weekly reconciliations to point of sale and bank activity. The manager prepares deposit packets, records deposits in the accounting system, and resolves variances in a timely manner. The manager reconciles all bank accounts each month and prepares reconciliation statements for review.
Administration and Office Management The manager is responsible for mail intake and distribution, supply ordering, and staff lounge upkeep so that shared spaces are clean and stocked. The manager coordinates vendor relationships related to office operations and keeps an inventory of keys, badges, and basic equipment. The manager assigns and prepares desks and shared work areas, tracks seating charts, and ensures meeting rooms and printers are functional. The manager documents office procedures and communicates updates to staff.
Onboarding and HR Administration Support In partnership with the Associate Director of Administration, the manager supports a warm and organized welcome for new hires. The work includes confirming completion of hiring paperwork, coordinating technology access, setting up email and software accounts, preparing welcome materials, and scheduling orientations. The manager helps new staff learn facility procedures, safety practices, and how to request resources. The manager tracks onboarding checklists and ensures tasks are completed on schedule. The manager may assist with timesheet reminders, personnel file maintenance, and routine HR inquiries.
Systems and Compliance The manager maintains accurate digital and physical files for finance and operations. The manager upholds internal controls for approvals, documentation, and segregation of duties. The manager helps implement improvements in accounting and office systems, including the accounting platform, bill pay tools, expense management tools, and access permissions. The manager supports compliance with financial policies and organizational procedures.
Qualifications The ideal candidate has progressive experience in bookkeeping and office operations within a nonprofit or small to midsize organization. The candidate understands accounts payable, accounts receivable, cash handling, and bank reconciliations. The candidate is proficient in an accounting system such as QuickBooks Online and in spreadsheet tools. The candidate writes clearly, is highly organized, and protects confidential information. The candidate enjoys helping colleagues and can balance accuracy with timely service. Experience setting up users in software systems and coordinating basic IT onboarding is preferred. A commitment to EPACENTER's mission and comfort working on site in a dynamic arts facility are essential.
Work Style and Competencies The role calls for attention to detail, follow through, and clear communication. The manager brings a service mindset, respects deadlines, and can manage multiple priorities. The manager practices discretion, maintains professionalism, and collaborates well with finance, HR, and program teams.
Work Schedule and Conditions
This is an in‑person, on‑site role.
Ability to lift and safely move supplies and educational equipment up to approximately twenty pounds.
Equal Opportunity EPACENTER is an equal opportunity employer. We welcome applicants from all backgrounds and identities, especially those who reflect the vibrant diversity of our East Palo Alto community.
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Accounting and Operations Manager Position Overview Reporting to the Associate Director of Administration, the Accounting and Operations Manager ensures that EPACENTER's day‑to‑day finance and office operations run smoothly and accurately. This role manages bookkeeping, cash handling, accounts payable and receivable, bill entry, and monthly bank reconciliations, while partnering with the Interim Fractional CFO to maintain clean financial records. The role also serves as the hub for office operations, including mail handling, supply ordering, staff lounge management, workspace readiness, and onboarding support so that new and current team members have the technology, software access, and information they need to succeed.
Key Roles and Responsibilities Accounting and Bookkeeping The manager oversees full‑cycle bookkeeping and cash reconciliation. The work includes entering and coding bills and invoices, processing payments, recording deposits, managing vendor and customer records, and preparing aging and cash reports. The manager completes month‑end close tasks that include bank and credit card reconciliations, review of transaction coding, maintenance of supporting documentation, and preparation of schedules needed by the Interim Fractional CFO. The manager supports audit readiness by organizing files, updating checklists, and responding to document requests. The manager partners with the Interim Fractional CFO on improving processes, updating policies, and maintaining accuracy in the general ledger.
Accounts Payable and Receivable The manager receives, verifies, and enters vendor bills. The manager prepares payment runs, tracks W‑9 forms, and supports issuance of annual 1099s. The manager records customer invoices and receipts, monitors aging, and follows up on outstanding balances in coordination with program and rentals staff. The manager ensures that all transactions have clear backup and that approvals follow policy.
Cash Handling and Reconciliation The manager maintains procedures for cash receipts that include daily or weekly reconciliations to point of sale and bank activity. The manager prepares deposit packets, records deposits in the accounting system, and resolves variances in a timely manner. The manager reconciles all bank accounts each month and prepares reconciliation statements for review.
Administration and Office Management The manager is responsible for mail intake and distribution, supply ordering, and staff lounge upkeep so that shared spaces are clean and stocked. The manager coordinates vendor relationships related to office operations and keeps an inventory of keys, badges, and basic equipment. The manager assigns and prepares desks and shared work areas, tracks seating charts, and ensures meeting rooms and printers are functional. The manager documents office procedures and communicates updates to staff.
Onboarding and HR Administration Support In partnership with the Associate Director of Administration, the manager supports a warm and organized welcome for new hires. The work includes confirming completion of hiring paperwork, coordinating technology access, setting up email and software accounts, preparing welcome materials, and scheduling orientations. The manager helps new staff learn facility procedures, safety practices, and how to request resources. The manager tracks onboarding checklists and ensures tasks are completed on schedule. The manager may assist with timesheet reminders, personnel file maintenance, and routine HR inquiries.
Systems and Compliance The manager maintains accurate digital and physical files for finance and operations. The manager upholds internal controls for approvals, documentation, and segregation of duties. The manager helps implement improvements in accounting and office systems, including the accounting platform, bill pay tools, expense management tools, and access permissions. The manager supports compliance with financial policies and organizational procedures.
Qualifications The ideal candidate has progressive experience in bookkeeping and office operations within a nonprofit or small to midsize organization. The candidate understands accounts payable, accounts receivable, cash handling, and bank reconciliations. The candidate is proficient in an accounting system such as QuickBooks Online and in spreadsheet tools. The candidate writes clearly, is highly organized, and protects confidential information. The candidate enjoys helping colleagues and can balance accuracy with timely service. Experience setting up users in software systems and coordinating basic IT onboarding is preferred. A commitment to EPACENTER's mission and comfort working on site in a dynamic arts facility are essential.
Work Style and Competencies The role calls for attention to detail, follow through, and clear communication. The manager brings a service mindset, respects deadlines, and can manage multiple priorities. The manager practices discretion, maintains professionalism, and collaborates well with finance, HR, and program teams.
Work Schedule and Conditions
This is an in‑person, on‑site role.
Ability to lift and safely move supplies and educational equipment up to approximately twenty pounds.
Equal Opportunity EPACENTER is an equal opportunity employer. We welcome applicants from all backgrounds and identities, especially those who reflect the vibrant diversity of our East Palo Alto community.
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