AICS Director of Operations

Native American Development Corporation•Billings, MT

23d

About The Position

AICS is seeking a seasoned, highly organized Business Manager to support the organization’s day-to-day business and administrative operations. The role focuses on financial administration, government contract and compliance support, electronic records management, project coordination, and organizational administration. The successful candidate is detail-oriented, proactive, discreet, and able to work independently while keeping leadership informed of risks, deadlines, and progress. The position handles accounts payable and receivable, invoices, billings, payment tracking, financial records, routine reports, reconciliations, budget tracking, and project-cost documentation. It supports the administration of government contracts, grants, subcontracts, purchase orders, and agreements by tracking deliverables, compliance obligations, approvals, reporting dates, and closeout requirements, and by maintaining audit-ready records. The role maintains cloud-based document systems, including SharePoint and related Microsoft 365 tools, and supports consistent filing, access, version control, retention, and retrieval practices. It coordinates projects, schedules, milestones, meetings, travel, events, training, and follow-up; supports the Director of Operations with business operations, process improvement, and special projects; and prepares business documents and materials. The position also tracks organizational certifications, registrations, licenses, insurance certificates, renewals, and other credentials; maintains organizational and business records; and assists with business development and procurement administration. The work is primarily office-based and involves regular computer use, sustained attention to detail, and meeting deadlines. Work hours, travel expectations, location, and physical requirements should be confirmed by AICS before publication.

Requirements

At least five years of progressively responsible experience in business administration, office or operations management, accounting support, contract administration, or a related role; equivalent combinations of education and relevant experience may be considered.
Hands-on experience with accounts payable and accounts receivable, invoice processing, financial documentation, and tracking outstanding payments or receivables.
Experience supporting government contracts, procurement, subcontract administration, grant administration, or contract compliance, including deadline and deliverable tracking.
Strong experience organizing electronic records in SharePoint or a comparable cloud-based document management platform.
Ability to manage multiple projects, schedules, deadlines, and competing priorities accurately and with minimal supervision.
Strong proficiency with Microsoft 365 applications, particularly Excel, Outlook, Word, Teams, and SharePoint, including maintaining accurate spreadsheets, trackers, and electronic files.
Excellent organization, attention to detail, follow-through, written and verbal communication, problem-solving, and professional judgment.
Ability to handle confidential information appropriately and work effectively with leadership, staff, vendors, clients, and external partners.
Must meet applicable AICS background-check and organizational training requirements, comply with AICS policies and confidentiality standards, and maintain any licenses, registrations, or certifications required for assigned duties.
A valid Montana driver’s license may be required if local travel is part of the position.

Nice To Haves

Associate or bachelor’s degree in business administration, accounting, finance, public administration, or a related field.
Experience with federal, state, tribal, or other public-sector contracting requirements and electronic procurement systems.
Experience with accounting software, expense management systems, contract management platforms, or electronic records management systems.
Experience maintaining corporate registrations, business licenses, insurance documentation, vendor registrations, or other organizational credentials.
Experience working with Native American organizations, Tribal programs, Native-owned businesses, or organizations serving American Indian communities.
Highly organized and dependable, with ownership and the ability to anticipate needs without reminders.
Accurate and methodical when handling financial records, contract requirements, compliance documentation, and deadlines.
Able to prioritize changing demands, maintain reliable tracking systems, and communicate status clearly.
Comfortable improving administrative processes, documenting procedures, and building repeatable systems.
Professional, collaborative, service-oriented, and able to work independently while recognizing when to escalate an issue.

Responsibilities

Process and track accounts payable and accounts receivable, including invoices, payment requests, customer billings, receipts, supporting documents, and follow-up on outstanding items.
Maintain accurate financial records and transaction files; verify documentation and approvals; and route, code, and record transactions according to established procedures.
Monitor payment due dates, payment status, receivables, and documentation gaps; resolve routine discrepancies and promptly escalate issues.
Coordinate with leadership, accounting staff, vendors, clients, and partners on financial administration.
Prepare status reports, trackers, reconciliations, and supporting schedules; assist with budget tracking and project-cost documentation.
Administer government contracts, grants, subcontracts, purchase orders, and other agreements by maintaining files, deliverables, reporting dates, amendments, and closeout documentation.
Track contract requirements, compliance obligations, submission deadlines, insurance documents, and approvals; alert leadership to deadlines, missing items, and potential compliance concerns.
Assist with proposal and procurement processes, including opportunity tracking, assembling forms and attachments, maintaining capability statements, and coordinating submissions.
Maintain audit-ready records and support internal reviews, external audits, monitoring visits, and requests for contract or financial documentation.
Follow contract terms, organizational policies, confidentiality requirements, and established procedures, and seek guidance when requirements are unclear.
Maintain organized cloud-based records using SharePoint and related Microsoft 365 tools, including consistent folder structures, file naming, version control, permissions, and retention practices.
Create and maintain electronic files for contracts, vendors, customers, invoices, projects, certifications, licenses, policies, and organizational records.
Ensure documents are stored correctly, accessible to authorized staff, and promptly retrievable for operational needs, reporting, or audits.
Help establish and improve procedures, templates, trackers, and workflows for accurate documentation and efficient information sharing.
Handle confidential financial, personnel, client, and contract information with discretion and care.
Coordinate multiple projects, workstreams, deadlines, and priorities using work plans, calendars, action logs, and status trackers.
Track milestones, deliverables, meetings, approvals, and follow-up items; communicate changes and risks early and ensure assigned actions are completed.
Coordinate meetings, travel, events, training sessions, and other operational activities, including logistics, materials, schedules, and follow-up.
Support the Director of Operations with day-to-day business operations, internal coordination, process improvement, and special projects.
Prepare professional correspondence, reports, meeting materials, presentations, spreadsheets, and other business documents.
Maintain a centralized tracking system for organizational certifications, registrations, licenses, insurance certificates, renewals, and other required credentials.
Monitor expiration dates and renewal requirements, gather supporting materials, submit or coordinate renewals, and retain confirmation documents.
Maintain current vendor, customer, partner, and organizational records; update databases and business systems as needed.
Assist with business development and procurement administration, including tracking opportunities, maintaining organizational information, and coordinating proposal materials.
Perform other related duties as assigned.