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Business Operations Manager

Finance and administration | Washington, DC | Full Time

Job Description



About the DC History Center

Established in 1894 and located at the Carnegie Library in Downtown, the DC History Center is a community-supported nonprofit organization, which deepens understanding of our city’s past to connect, empower, and inspire. It collects, interprets, and shares the history of our nation's capital through research and scholarship, adult programs, youth education, and exhibits. We seek to do this work as a welcoming and inclusive community that fosters curiosity and nurtures civic engagement to strengthen the District for all. For more information visit dchistory.org.


Position Summary

The DC History Center is operated by a small full-time staff of 5, which work closely with the Board of Trustees, students, and volunteers. The Business Operations Manager, who reports to the Executive Director, supports its financial, administrative, and HR operations. 


Primary Responsibilities

Financial Operations

  • Manages daily financial activities in collaboration with our outsourced accounting firm. Properly classifies transactions, handles accounts payable (through Bill.com), and accounts receivable, including government invoicing.

  • Provides the accounting firm with needed information for timely and accurate monthly financial reporting.

  • Monitors bank and credit accounts, deposits checks and cash, records deposits and cash receipts.

  • Provides support for the DC History Center Retail Store and online shop, including accounting and inventory purchase and tracking. Seeks ways to maximize store revenue.

  • Supports the annual independent audit.

  • Assists the executive director in preparing the annual budget (currently $1.2 million). 

  • Provides financial data for grant applications and reports. 

  • Tracks and coordinates financial aspects of special activities and events. 


Human Resources Administration  

  • Coordinates workflow of recruitment, review, and selection processes.

  • Manages orientation and exit processes and checklists for all positions.

  • Prepares and submits biweekly payroll; enters updates and changes into pay system (Paychex Flex); tracks and manages employee leave accruals. 

  • Maintains up-to-date personnel files for all employees.

  • Coordinates HR-related compliance reporting and responses. 

  • Serves as POC for benefit plans, open enrollments, and claims support as needed. 

  • Maintains and tracks updates to the employee handbook.

  • Supports employee professional development and recognition events.


General Office Administration

  • Creates and maintains standard financial and administrative operating procedures, including emergency planning.

  • Handles purchasing, maintenance, and organization of general office equipment and supplies, facilities, and services. Liaison with vendors, IT and software providers.

  • Manages office filing systems (hard copy and electronic), and retention policies. 

  • Tracks applications and reports for business insurance and regulatory matters.

  • Provides back-end office support for the senior manager of visitor services, who oversees the front of house when the DC History Center is open to the public. May work Saturday or Sunday as opening hours require.

  • Coordinates internal meetings and retreats. 


Other duties as assigned.


Qualifications

The Business Operations Manager will be a detail-oriented and highly organized professional and a flexible, collaborative team player. They will demonstrate initiative and high level of self-direction in ensuring smooth financial and administrative processes. Familiarity with, and enthusiasm for sharing, the culture, history, and diversity of our city will be a strong plus!

  • Minimum three years administrative and financial operations experience, preferably in non-profit setting

  • Thorough understanding of accounting and budgeting principles

  • Bachelor’s degree preferred, or other relevant post-secondary training and experience

  • Advanced computer skills and proficiency with Quickbooks, payroll and database software packages

  • Clear written communication and verbal communication skills

  • Adept at handling multiple priorities, and maintaining high productivity, with accuracy and attention to detail


Scheduling

Due to current pandemic restrictions, the position will begin as a hybrid of remote and onsite hours. Once conditions improve, most work will be onsite during regular business hours, with some evening and weekend work required.


Compensation and Benefits

Starting salary commensurate with experience. Comprehensive benefits package includes health, dental, and vision; life and disability insurance; and 403(b) plan with employer match. Central downtown location easily accessible from all Metro lines.