Office and Finance Manager

Ad Lib, Inc* • Pittsfield, MA • 2d ago

The office and finance manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This position serves as the primary financial record keeper for AdLib, working closely with the Executive Director to ensure fiscal accountability and efficient office functions. The Office and Finance Manager reports to the Executive Director. Salary \$68,000-73,000 commiserate on experience. Essential Functions: - Supervise and support reception and business office staff (2-5 employees). - Collaborate with program directors to implement consistent operational procedures across departments. - Oversee all ordering, inventory, and building maintenance needs. - Support HR functions including onboarding/offboarding, tax and benefit processing, personnel file maintenance, and occasional mediations. - Maintain administrative compliance and ensure smooth day-to-day workflows. - Manage financial systems in QuickBooks including accounts payable, reconciliations, petty cash, and monthly contract billings. - Prepare and analyze financial reports and budgets in partnership with the Executive Director. - Submit and review billing via the Commonwealth\'s EIM/ESM system; ensure adherence to contract and billing regulations. - Coordinate with external accountants on monthly billing and administrative rate review. - Process payroll through PayChex, including reimbursements, mileage, and benefits management. - Serve as in-house IT support, coordinating with external IT providers and troubleshooting issues for staff. - Train and assist staff in using internal systems and technologies. - Preference for candidates with working knowledge of: SharePoint, QuickBooks, Excel, Word, and Adobe. Qualifications: - Bachelor\'s degree preferably in Business, Management, or Finance. - Two years\' experience in financial management and accounting, ideally in the non-profit sector. - Excellent leadership, organizational, and interpersonal skills with experience collaborating in a multidisciplinary, diverse workplace. - Technologically savvy with experience managing IT needs in the workplace; strong knowledge or ability to learn QuickBooks, PayChex, and Microsoft Office. - Ability to multitask in a busy environment. - Commitment to serving people with disabilities. - Familiarity with contract billing systems (EIM/ESM/MNET) and non-profit fiscal regulations. Benefits of Working at AdLib AdLib provides rewarding work in a supportive atmosphere. All AdLib staff receive: - 15 holidays - 3% retirement contribution (no mandatory match) - 14% wage benefit in lieu of health insurance - \$25,000 life insurance policy for a minimal premium - Aflac insurance purchase pre-tax - Mileage reimbursement for work travel - Generous vacation and sick time (amount varies dependent on hours) - Paid lunch (length varies dependent on hours) Organization Overview AdLib, Inc. is a non-profit that focuses on empowering people with disabilities to access and manage benefits, services, and resources to live independently in the community. We are a consumer controlled, consumer directed service that assists people with disabilities to achieve a greater level of independence. As a Center for Independent Living we provide the five core services: information and referral, skills training, advocacy (systemic and individual), peer counseling, and transition (from nursing home to community and youth to adulthood). In addition to the core independent living services we operate the MassHealth (Medicaid) funded personal care management program, SSA Representative Payee program, and options counseling. AdLib serves all of Berkshire County and our office is conveniently located near public transportation in downtown Pittsfield MA.

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