Manager of HR, Finance and Operations

Namaste Charter School Inc•Chicago, IL

About The Position

The Manager of HR, Finance and Operations is responsible for all leadership and management related to running the business of the school, including financial management, regulatory compliance, human resources, facilities management, and other duties as assigned. The Manager of HR, Finance and Operations is a leadership role reporting to the School Principal. The Manager serves as a liaison between the school and various stakeholders.

Requirements

Accounting and Finance knowledge
Financial management skills
Regulatory compliance knowledge
Human resources management skills
Facilities management skills
Experience with vendor purchase orders, invoices, and credit card receipts
Experience reconciling student fees and donation checks
Experience with monthly financial report reviews and trend identification
Budget management skills
Experience with 1099s and W-9s
Experience with IDES claims
Experience managing business insurance renewals
Experience managing outsourced finance teams, including budget process, reporting, contract renewals, audits, and pension contributions
Experience with Board meeting logistics (agenda posting, catering, space setup)
Experience managing employee contracts and payroll processing
Experience with employee benefits administration and open enrollment
Experience reviewing staff timecards and time off requests
Experience maintaining and updating personnel files
Experience with new staff onboarding and background checks
Experience supporting staff separations and drafting documentation
Experience managing and updating an Employee Handbook, including legal feedback and compliance
Knowledge of Employee Health Insurance, 401k programs, and other employee benefits
Experience coordinating with legal counsel on HR matters
Experience scheduling and coordinating disciplinary meetings and follow-up communications
Experience overseeing facilities teams and ensuring building maintenance
Experience reviewing vendor contracts for services
Experience maintaining positive working relationships with service providers

Responsibilities

Coordinate and facilitate with the outsourced Finance Team to ensure all school obligations and activities relating to accounting and financial management.
Collect, distribute and circulate as needed, vendor purchase orders, invoices, credit card receipts etc. to obtain timely review and approval of all school purchases and expenditures.
Collaborate with the office team to reconcile received student fees and donation checks, prepare the deposit, and deliver it to the bank.
Coordinate monthly virtual meetings with the outsourced Finance Team, the Principal, and the Finance Committee to review month-end financial reports and identify key trends.
Manage and track all school events and non-personnel spending to stay within budget.
Facilitate information gathering needed for completion of 1099s and W-9s from all contractors.
Review any IDES claims received and follow up as needed.
Manage annual business insurance renewals.
Coordinate and manage outsourced Finance Team. This includes the annual budget process, reporting, contract renewals, audit, and CTPF pension contributions etc.
Responsible for the successful execution of Board meeting logistics. Key duties include ensuring meeting agendas are posted by the designated due date, ordering dinner for attendees, securing lobby coverage, and overseeing the physical setup of the meeting space.
Manage all aspects of contract and interface with the Finance Team who process payroll and the Benefits Liaison for Employee Benefits Administration. Oversee the annual open enrollment process for benefits.
Review all staff timecards, time off requests and bi-weekly payroll processing.
Coordinate information sharing with the outsourced Finance Team and process payroll.
Maintenance and update personnel files.
Facilitate New Staff Onboarding including managing all background checks, as well as support Staff separations by drafting and reviewing all corresponding documentation.
Manage and oversee annual Employee Handbook so it remains current. Obtain legal feedback to ensure compliance and share with staff annually or as needed.
Oversee flow of information to staff regarding Employee Health Insurance, 401k program and other employee benefits.
In privity with the School Principal, coordinate activities of legal counsel relating to HR Matters.
Collaborate with the Principal to schedule and coordinate disciplinary meetings, and manage all subsequent follow-up communications.
Oversee that the Facilities Team ensure a safe, clean and fully functioning school building and grounds, ensure the timely maintenance of a safe, clean, and fully operational school building and grounds, ensuring all work orders are completed efficiently and on schedule.
Collaborate with Compliance & Administration Manager to review the annual vendor contract for food services.
Enhance and maintain positive working relationships with CPS and third-party service providers and facilitate the delivery of timely, high quality, professional services.