Operations Manager position opening at Malama Learning Center

Mālama Learning Center

Job Title: Operations Manager
Position Type: Part-time position
Salary: Negotiable
Work Location: Employee may work out of home or other location
Start Date: January 2017

I. Summary of Position
The Operations Manager of the Mālama Learning Center (MLC) plays a key role in providing back-office services to allow the organization to pursue its mission to teach and inspire communities to create healthy living environments. MLC provides environmental/sustainability education for West Oʻahu students, educators, and other community members through hands-on experiences. The Operations Manager will be a key liaison with MLC’s accounting firm, Ricky Takemoto CPA, ensuring that finances are handled appropriately and on a timely basis. Working on a flexible schedule, the Operations Manager will provide consistent professional duties that will allow MLC’s board of directors and staff to function as a team working at their highest levels. The Operations Manager reports to MLC’s Executive and Program Director and will be expected to work approximately 8 hours per week at his or her own location with at least part of that time during normal work hours.

II. Essential Job Functions
The Operations Manager will perform the following duties:
Accounting support
– Scan and upload copies of invoices and checks to Bill.com
– Code invoices and checks according to applicable grants
– Make cash and check deposits and upload pdf copies to Bill.com
– Upload tax forms for new employees and W9 forms for contractors (for 1099s) as needed
– Submit requests for invoices for contracts as needed
– Work closely with accountants at Ricky Takemoto CPA for all of the above to ensure timely and seamless operations related to accounting
General Administration
– Check personal email and phone messages for requested tasks on a daily basis.
– Check MLC’s office phone number daily for voice messages and forward to appropriate staff
– Check info@malamalearningcenter.org email daily and forward messages to appropriate staff
– Check P.O. Box at least once per week for checks, bills, and other correspondence
– Create acknowledgement letters for donations received on monthly basis
– Coordinate and attend staff meetings on monthly basis
– Keep important documents organized (paper and online — via Google docs and Dropbox)
Board of Directors matters
– Coordinate Board calendar & ensure quorum at Board meetings (every two months)
– Conduct new Board member orientation with Executive Director
– Write minutes for Board meetings, in-person and/or teleconference
– Put together Board agenda and Board packet with Executive Director and President
– Coordinate renewal of annual insurance needs (e.g., Directors & Officers, General Liability, Workers’ Comp, TDI, renters)
– Coordinate sign up of new staff for health insurance as needed
– Maintain confidential personnel files for each staff
– Coordinate preparation of new hire package and tax forms
– Upload staff time sheets for each pay period after approval
Web-based systems
– Perform transactions online for funding and other administrative systems such as Grants.gov, NOAA Grantsonline, Paypal, Aloha United Way, ASAP.gov, Ehawaii.gov.
– Occasionally purchase supplies for projects or office
– Arrange for repair of equipment as needed
– Assist with implementation of special events
– Perform other duties as assigned

III. Qualifications
Key Competencies
 problem assessment and solving
 initiative
 planning and organizing
 work and time management
 creativity
 adaptability; flexibility
 reliability
 teamwork and collaboration
 open-mindedness
 integrity
 ability to prioritize tasks
 attention to detail
 open communication
 Bachelor’s degree with coursework related to business and at least five years of work experience.
 Daily access to computer, internet, and mobile phone during normal work hours
 Proficiency with Microsoft Office applications
 Fluency with Quickbooks software
 Personal vehicle for transportation to work sites and picking up supplies
 Appreciation for environmental education and Hawaii’s natural environment

Please contact Pauline Sato, Executive & Program Director, if you are interested in applying for this position. Submit resume and cover letter to email: pauline@malamalearningcenter.org.