Position: Business Manager

 

• Reports to: Director of Finance and Operations
• Status: Full-Time, Exempt
• Compensation: $64,000 – $72,000 annually
• Benefits: Medical, Dental, Vision, and Life Insurance; Employee Assistance Plan; 401(k) Retirement Plan; Paid Holidays, Sick, and Vacation
• Location: Colorado Springs, CO (this position is not eligible for full-time remote)

To Apply:

Provide a resume and cover letter.  We encourage you to explain “why Inside Out Youth Services” in your personal statement, to best represent you and your interest in joining our team. 

Position open until filled.  Priority consideration is given to applications received before July 29, 2024. Applications are evaluated as they are received.

The Business Manager is central to efficient, effective, mission-centered, and professional operations.  You will be a key member of a cross functional team to provide support in accounting, operations, compliance, and administrative management. As a part of this team, you have direct responsibility for accounting and month end close per GAAP standards, grant invoicing, and office and facilities management to ensure IOYS can fulfill its mission.

 

Under the supervision and direction of the Finance and Operations Director, you will provide direct support for all aspects of IOYS’ accounting and finance, to include: cash receipts, accounts receivable, accounts payables, grant invoicing, GL reconciliations, payroll, review and posting of expense reports, fixed assets, month-end and year-end close reporting, and assistance with the annual audit.  You will work collaboratively and closely with the Directors of Finance and Operations, Programs, Development, and with the Executive Assistant and Executive Director & CEO.  This role serves as a nexus and coordinator with all departments to maintain efficient and effective operations of the organization.  Candidates should support IOYS’ organizational values, including a commitment to access, inclusion, racial equity, and a high level of integrity, accountability, and transparency.

 

Work will mainly be performed weekdays between 9 a.m. to 5:30 p.m., but will require out-of-office, evening, and weekend work at times.

 

Responsibilities

Finance & Administration

 

• Accounts Receivable - Post cash receipts per GL account, department, and grant classifications.  Research and upload documentation for deposits and grant funding, ensuring all paperwork is stored in accounting files. Reconciling Donor Perfect to QuickBooks to ensure all donations are properly accounted for.
• Accounts Payable – enter bills to Bill.com for approval and payment, coding to GL, department, and grant.  Enter EFT’s in QB with supporting documentation, ensuring QB and Bill.com are balanced and documentation is recorded in both systems, post AP accruals, vendor set up including W9, COI, and accurate vendor data; process and file annual 1099’s. 
• Review and post expenditures for staff credit cards and reimbursable expenses, ensuring compliance with internal policy and grant requirements.
• Grant Compliance - Monitor and review local, state and federal grant expenses, ensuring proper GL account coding, expenses are appropriate and allowable under grant guidelines, and properly documented to generate accurate monthly and quarterly invoicing to funders.
• Budget – monthly review and preparation of financials, budget to actual, provide variance explanations, and assist in annual budget development and entry in accounting software.
• GL Reconciliations – Monthly reconciliation of balance sheet accounts for non-cash assets and liabilities including prepaid, fixed assets, restricted funding, and net asset roll-forward.

• Payroll processing and reviewing timecards for accuracy.
• Post payroll journal entry to allocate payroll to appropriate departments and grants.
• Prepare accurate and timely monthly draft financials in accordance with GAAP for review by Director of Finance & Operations.
• Development of reports to support Directors and Managers in monthly financial review, including budget to actual and variance reporting.
• Collaborate with Director of Finance and Operations to work with external auditors for annual audit and 990, and preparing for increased controls to complete single audit.
• Maintain an orderly accounting system, and maintain consistent, secure, and controlled digital and physical file storage systems.
• Assist and train staff in expense reporting, benefits questions, and financial policies.
• Comply with all local, state, and federal reporting requirements and tax filings.
• Participate in monthly Finance Committee meetings, providing back-up support as needed. 

Facility Management

• Update and maintain spreadsheet for IOYS contracts and agreements.
• Manage IOYS’s digital and physical files in compliance with document storage and retention policies, including and not limited to confidential personnel and volunteer files.
• Coordinate building access and security systems maintenance including interfacing with security service providers and issuing keys and codes as applicable.

• Secure and manage inventory and fixed assets, including computers, printers, and mobile devices.
• Ensure IOYS vehicle has fuel, scheduled maintenance, registration, and emissions performed.

• Oversee business office functions, including office supplies purchases and administrative purchasing and ensuring purchases are within grant guidelines and budget parameters.
• Coordinate certificate of insurance requests for vendors, grantors, and contractors.
• Maintain a calendar of annual license, certification, and other annual filing renewals.
• Assist Director of Finance & Operations with establishing and maintaining IT system, maintenance, and cyber security training.
• Communicate important policies, deadlines, and facility repairs with all staff.

General Duties

 

• Function as a strategic support staff member to liaise with all staff in matters of finance and operations. 
• Participate in staff meetings, planning meetings, and other meetings as required.
• Provide support with fundraising activities and events as needed.
• Handle a variety of special projects and other related duties, as assigned.
• Represent IOYS in collaborative working groups and in maintaining relationships with other allied organizations and community leaders.
• Other duties as assigned. 

Key Qualifications, Skills, and Abilities

• Experience working with the LGBTQ+ community and familiarity with issues of relevance to LGBTQ+ people including a demonstrated ability to work effectively with people of diverse races, ethnicities, nationalities, sexual orientations, gender identities, socio-economic status, and physical abilities in an intersectional environment.
• Excellent interpersonal, verbal, and written communication skills
• Ability to exercise sound independent judgement to prioritize tasks, identify potential risks, recommend innovative solutions as well as problem-solve effectively on the spot.
• Outstanding organizational skills and attention to detail.  Strong work ethic with the ability to work within and lead teams to accomplish goals and results.
• Ability to establish and maintain positive working relationships internally and externally, as well as set and maintain appropriate professional boundaries and confidentiality.
• Educational qualifications: A bachelor’s degree in accounting or a related field.  Alternatively, any combination of education and experience which demonstrates the knowledge and ability to perform the responsibilities of this role.
• GAAP compliance and preference for grant accounting experience. 
• Technical Proficiency: A high level of competency with QuickBooks, Bill.com, Microsoft Word, Excel, and Outlook, Teams, as well as experience with standard office equipment; capacity to learn new web-based platforms.
• Absolute discretion and impeccable professionalism with all details pertaining to finance, operations, personnel, and youth.
• Promotion of and adherence to IOYS’ mission, vision and values, policies, procedures, and all applicable laws in a fair and equitable manner.
• Experience in managing public facilities, including commercial leases, utilities & services, security, building safety, and maintenance is helpful.
• Ability and skills to effectively build, facilitate, and empower staff and teams

Requirements

• Passion for IOYS’ mission and work to build access, equity, and power with LGBTQIA2+ young people.
• Understanding of ethical behavior and business practices, ensuring that own behavior and that of others is consistent with these standards and IOYS’ Code of Conduct and employment policies.
• Current driver’s license and auto insurance.
• Physical Demands: The person in this position may be required to sit or stand for extended periods, move objects up to 30 pounds, and operate office equipment.
• Offer of employment is contingent upon satisfactory results of a criminal history background check.
• Employees must be legally permitted to work in the United States.
• IOYS is a drug free workplace; employees may be subject to a drug test.
• Vaccine requirement: As an organization, we fully support COVID-19 vaccinations and require all employees to have proof of completing their primary series COVID-19 vaccination or an approval medical exemption. Staying up to date with booster and new vaccines as recommended by the Centers for Disease Control (CDC) is strongly recommended.
• This job description is not intended to contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee.  Duties, responsibilities, and activities may change, or new ones assigned, at any time or without notice

About Us

Inside Out Youth Services (IOYS) is a 501(c)(3) nonprofit organization, established in 1990 to build access, equity, and power with LGBTQIA2+ youth of the Pikes Peak region. We are the primary LGBTQIA2+ nonprofit community serving LGBTQIA2+ youth (ages 13-24) in El Paso County. We provide a safe space for gender and sexuality diverse youth and young adults to grow their identities, learn leadership skills and develop the tools needed to both thrive personally and to act as agents of change in their communities. We also provide outreach education throughout the region to create a supportive climate for LGBTQIA2+ youth. IOYS accomplishes these goals through our weekly programming, targeted leadership development opportunities, community partnerships, on site behavioral health services, and through educational outreach to local school systems, healthcare agencies, and other groups providing education and care to LGBTQ+ youth and young adults.

A community center environment is fast paced where priorities and needs rapidly shift and evolve based on the needs of the organization and the young people we serve. Therefore, all staff are expected to adapt to change swiftly, and contribute to a positive, effective team environment.

At IOYS, staff members are expected to exemplify established team values such as collegiality, respect, accountability, collaboration, and adaptability. We model the behaviors and attitudes essential to creating a welcoming, radically inclusive, safe, and brave space where all people can learn and grow. We are representatives of Inside Out in all we do and say—wherever we are—and it is therefore of utmost importance that all team members exhibit maturity and good judgement through their words and actions.