Job Opening: Operations Manager

Open Signal is seeking a warm and resourceful individual to join our team as Operations Manager.

The Operations Manager is a critical role within the organization, responsible for providing management of the organization's administrative, HR and financial functions and aligning them with Open Signal’s mission to nurture the change-making power of community media in service of a just and equitable world.

As the Operations Manager, you will manage the organization’s administrative structures and systems. You are responsible for managing business functions and organizational assets, while ensuring smooth day-to-day operations.

You will work closely with the Director of Growth to ensure accurate documentation of fundraising revenue and grant administration. You will work closely with the IT Manager on the management of data systems and capital assets. You will also supervise the HR & Finance Administrator in personnel and financial processes.

Job Title: Operations Manager
Pay: $66,836.70-$71,080.30 DOE (Pay is non-negotiable)
Benefits: Includes health, dental, life insurance, and 401K match
Status: Full-Time (40 hours/week, exempt)

Instructions for Applicants

Open Signal uses an anonymized hiring system that redacts key identifying personal information from all applications. Please do not include personal identifying information in your responses to the screener questions. Referencing past education, work experience, and mission-alignment is OK. Please do not contact the role’s supervisor or any potential member of the hiring team.

Interested candidates should submit the following via email to hr@opensignalpdx.org. Your subject line should be “Operations Manager Position.”

Resume highlighting relevant experience and including 3 professional references.
In lieu of a cover letter answer the 3 screening questions listed below in one page or less:

How do you identify & implement operational improvements?
Describe a time you successfully cut costs or improved efficiency. What were the steps you took?
Can you discuss a time when you had to update or implement policies or ensure compliance with legal regulations? How did you approach this, and what was the outcome?

Essential Duties and Responsibilities

Operations

Supervise and lead the HR & Finance Administrator, providing guidance and support;
Develop and implement efficient office procedures and systems, creating resources and tools for staff as needed;
Oversee day-to-day administrative operations,
Partner with the Facilities & Equipment Coordinator to manage office supplies, equipment, facilities and administrative vendors for optimal functionality;
Coordinate with IT staff to manage technology projects;
Keep up to date with local laws and regulations to ensure compliance;
Participate in Policy Committee to ensure legal compliance;
Facilitate the insurance renewal processes, working with each department to ensure accuracy and necessary coverage;
Foster a culture of collaboration and shared decision making within the administrative team.

Human Resources

Supervise the HR & Finance Administrator in payroll, benefits administration, hiring, garnishments and workers compensation;
Ensure proper tax filings in accordance with state and federal laws, including payroll taxes and 401K informational returns including 5500 and 8955-SSA;
Work with the Policy Committee and Leadership team to update and maintain the organization’s employee handbook and org-wide policies;
Assist with recruitment, onboarding, and training processes as needed.

Financial Management

Supervise the HR & Finance Administrator and external bookkeepers to manage the organization’s AP and AR functions;
Assist in managing the organization’s capital assets, including expense tracking, depreciation register and receipt management;
Monitor the organization's bank and investment accounts;
Monitor and control administrative expenses to ensure cost-effectiveness;
Oversee financial planning and forecasting related to administrative functions;
Assist with procurement processes and vendor relationships;
Work with Leadership to update and implement all necessary business policies and accounting practices, maintaining internal control systems;
Ensure proper financial tax filings in accordance with state and federal laws, including CT12, 990 and 1099s;
Work with our external auditing firm and accounting firm to ensure a smooth audit process annually;
Prepare financial reporting as needed for stakeholders including, the Leadership Team, Board of Directors, City of Portland, and Mt. Hood Cable Regulatory Commission.

Communication and Coordination

Ensure thorough, accessible, and accurate information of Administrative systems in internal and external communications.
Facilitate communication between administrative departments and other areas of the organization;
Implement communication strategies to disseminate important information;
Identify and resolve issues related to administrative processes and workflows.

Other duties

Participate at least 1 Open Signal committee;
Participate in meetings and training as needed;
Participate in a minimum of 10hrs of paid equity volunteering per year; ● Participate in ongoing educational opportunities as possible;
Open or close building, including alarm system, and parking lot gate as needed;
Attending ‘All Staff’ meetings;
Other duties as assigned as related to the Primary Purpose of this position.

Minimum Qualifications:

Experience in managing administrative operations;
Experience in financial operations, including budget management and financial reporting;
Demonstrated experience managing employees and coordinating between teams;
Communication skills;
Attention to detail;
Demonstrated understanding of social inequities;
Self awareness and accountability;
Commitment to giving and receiving effective feedback.

Trainable Qualifications:

Familiarity with relevant regulations, including GAAP accounting, HR policies, tax filings, and labor laws;
Knowledge of G-Suite, QuickBooks Online, Paychex Flex, Slack;
Knowledge of data entry such as CRM systems;
Knowledge of Anti-oppression management practices.

Additional Requirements

This position will have access to organizational finances so it will require a background check.

Employee Commitment to Equity

Open Signal is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age (40 and older), race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, or any other status protected by federal, state, or local laws. The Organization is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.