JOB TITLE: Director of Operations DEPARTMENT: Administration REPORTS TO: President/CEO EFFECTIVE DATE: 3/1/2019 SUMMARY: The Director of Operations ensures the operation of Advocates for Children are efficient and effective in the areas of infrastructure, equipment and supplies, policy and procedures and other related documentation. Responsible for all preparation work for the agency accreditation and ongoing monitoring to ensure compliance with accreditation in all areas. Support the President/CEO in areas of performance and quality improvement. DUTIES AND RESPONSIBILITIES: • Maintains Advocates Policies and Procedures. Assembles and reviews all existing Advocates policies and procedures; insures that policies and procedures do not conflict with policies and procedures required by the State of Georgia or the Federal government and in achieve COA standards. • Works with CEO to execute strategic plan and an annual actual plan for Advocates. • Assists in preparation of monthly, quarterly, and annually reporting for distribution to various stakeholders. • Procures and manages the Agency’s business insurance policies including property, automobile, liability, D & 0, worker’s compensation, etc. with the CEO. • Provides facilities management including the creation and implementation of Business Continuity Plana and Safety and Security. Manages compliance of plans and all on-going facility needs. • Supports smooth functioning of office infrastructure including but not limited to, communications and IT equipment services. • Provides oversight and direction for all government grants including but not limited to the following: o Maintains a comprehensive calendar for submission of government grants and reporting. o Facilitates pre-award planning and reviews grants prior to submission. o Reviews contracts, oversees post award routing and reviews prior to signature by the CEO and/or Board Chairman. o Generates and reviews programmatic and financial reporting for accuracy and timely preparation of grant reimbursement and billing. o Provides on-going monitoring of grant budgets and expenditures to ensure grant budgets are met. o Ensures grant compliance and works collaboratively with program departments to meet contractual reporting requirements and assures Agency compliance with all contract requirements. o Assists in grant writing as requested. o Assists in the creation of new identifying new government grants and programming. 1
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Coordinates with Accounting Specialist with respect to revenue recognition, forecasting and reporting, reviewing all reports and presenting them to the CEO monthly and as requested. Processes A/R & A/P in the absence of the Accounting Specialist. Assists CEO in the annual budget process. Serves as Advocates Privacy Officer. Performs other related duties as assigned by management.
SUPERVISORY RESPONSIBILITIES: • Directly supervises 1 employee within the Administration department(s). • Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. • Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. QUALIFICATIONS: • Bachelor's Degree (BA) from four-year college or university, in Business, Social work, Public Administration or a related field. • 5 years’ relevant experience in accounting, non-profit or public administration, grants management and budgeting. • Computer skills require: Accounting Software (QuickBooks); Database Software; Development Software; Internet Software; Manufacturing Software; Payroll Systems; Spreadsheet Software (Excel); Human Resource Systems; Project Management Software; Word Processing Software (Word); Electronic Mail Software (Outlook); Presentation software (PowerPoint); and Publisher software. • Experience with governmental contracts, social services, organizational development, leadership, and systems. • Effective verbal and written communicator with all person in a culturally competent manner. COMPETENCIES: • Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. • Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. • Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures. • Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results • Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources, reports as required. • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 2
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Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
PHYSICAL DEMANDS AND WORK ENVIORNMENT: • Occasionally required to stand • Occasionally required to walk • Frequently required to sit • Continually required to utilize hand and finger dexterity • Continually required to talk or hear • Occasionally exposed to outside weather conditions • While performing the duties of this job, the noise level in the work environment is usually moderate. • The employee must occasionally lift and /or move more than 25 pounds / frequently lift and/or move up to 15pounds / continually lift and/or move up to 10 pounds • Specific vision abilities required by this job include: • Close vision; Distance vision; Color vision; Peripheral vision; Depth perception and ability to adjust focus. • Frequently required to drive a personal vehicle.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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