Administrative Operations Manager: Budgets & Board Support

Breathe Project; McKees Rocks (Allegheny County); On-site; USD 52,000 - 75,000; Full time

Job summary

The Breathe Project seeks an Operations Manager to handle a broad range of administrative tasks and basic budget oversight. Responsibilities include processing invoices, preparing contracts, coordinating board materials, and liaising with vendors and IT partners to ensure smooth office operations.

Ideal candidates will be detail-oriented, proficient with Office 365, budgeting in Excel, and experienced in coordinating audits and quarterly reports.

Responsibilities

• Processing invoices and other payments in SAP (may involve interaction with Treasury Dept)
• Making online payments for other services (water delivery, Opentug, Stamps.com, Comcast, etc)
• Preparing and submitting contracts (involves interaction with Comptroller’s Unit)
• Assembling RFPs (Requests for Proposal)
• Various administrative tasks for grants programs (such as Congestion Mitigation & Air Quality)
• Reconciling monthly expenditure reports (received monthly from Accounting Dept)
• Reallocating purchasing card charges
• Compiling and revising budget
• Assisting auditors with the annual single audit
• Filing quarterly Lobbying expense report
• Compiling End-of-Year reports
• Writing resolutions
• Preparing for quarterly board meetings
• Distributing board meeting packet via email and assembling hard copies for attendees
• Placing legal notice in newspaper to announce the meeting
• Placing meeting information (including agenda) on website event calendar
• Placing catering orders
• Preparing budget, resolutions, and other documents to be presented
• Recording the meeting and subsequently compiling the minutes of the meeting
• Liaison with IT contractor (Computer Fellows) and coordinate with office equipment providers (copiers and printers)
• Co-managing email and Office 365 services (managed by Computer Fellows)
• Monitoring renewals of domain names
• Processing expenses for staff
• Specifying, recommending, and ordering new office equipment
• Ordering office supplies
• Ordering imprinted giveaways

Job description

The Breathe Project seeks an Operations Manager to handle a broad range of administrative tasks and basic budget oversight. Responsibilities include processing invoices, preparing contracts, coordinating board materials, and liaising with vendors and IT partners to ensure smooth office operations.

Ideal candidates will be detail-oriented, proficient with Office 365, budgeting in Excel, and experienced in coordinating audits and quarterly reports.