Operations and Administrative Manager

ROME GROUP; Saint Charles (MO); Hybrid; USD 58,000 - 65,000; Full time

Job summary

Community Council of St. Charles County is seeking a proactive Operations & Administration Manager to strengthen internal infrastructure, operational effectiveness, and financial administrative systems.

This hands-on role focuses on creating order, improving processes, and building stronger systems in a growing nonprofit, reporting to the Executive Director and operating in a hybrid model with in-office time required.

Qualifications

• Associate or bachelor’s degree in business administration, nonprofit management, finance, operations, or related field.
• 3–5+ years of experience in operations, administration, nonprofit management, business operations, financial administration, or related roles.
• Experience managing workflows, deadlines, systems, and organizational processes with accountability and follow-through.
• Experience overseeing financial operations including payroll, budgeting support, accounts payable, and compliance.

Responsibilities

• Build, maintain, and strengthen organizational systems, workflows, and internal controls.
• Create, manage, and continuously improve operational documentation, procedures, trackers, and process ownership.
• Improve cross-functional communication and workflow clarity.
• Own and manage organizational operational calendars, deadlines, administrative compliance timelines, and recurring processes.
• Manage benefits administration and related compliance processes.
• Own vendor contracts, renewals, insurance administration, and organizational service relationships.
• Manage employee onboarding and offboarding workflows, documentation, and retention-support efforts.
• Own and manage day-to-day financial operations to ensure accuracy, accountability, strong organization, and effective internal controls.
• Process and oversee payroll functions and payroll-related workflows.
• Own accounts payable processes including vendor payments, invoice management, approvals, and tracking.
• Monitor budgets, track spending, and identify variances or trends requiring attention.
• Lead coordination and preparation for annual audits with organized financial documentation and supporting materials.
• Manage required financial compliance processes including tax-related coordination and reporting timelines.
• Track and manage grant-related financial deadlines, budgets, supporting documentation, and compliance requirements.

Skills

Operations management

Attention to detail

Organizational skills

Microsoft Office

Education

Bachelor’s degree in business administration, nonprofit management, finance, operations, or related field

Tools

Microsoft Office 365

Cloud-based administrative and financial systems

Job description

Operations and Administrative Manager

Location: Hybrid | The first six months in this role minimum of three days in office per week, and then after six months of positive performance review the minimum can decrease to two days a week.

Reports to: Executive Director
Salary Range: $58,000–$65,000
Schedule: Monday through Friday, start time 8:00 am

For more than 70 years, Community Council of St. Charles County has connected people to resources and resources to people across St. Charles, Lincoln, and Warren Counties. Community Council convenes partners, strengthens nonprofit collaboration, educates the community about pressing issues, and works to improve outcomes for children, families, and neighbors in need. As the lead agency for the Tri-County Continuum of Care, Community Council also plays a critical role in housing stability efforts, coordinated entry, and systems-level collaboration supporting individuals and families experiencing housing crisis.

Position Summary

Community Council is seeking a proactive, highly organized, and solutions-oriented Operations & Administration Manager to strengthen the organization’s internal infrastructure, operational effectiveness, and financial administrative systems. This is a hands-on role for someone who enjoys creating order, improving processes, solving problems, and building stronger systems in a growing nonprofit environment.

Key Responsibilities

Operational and Human ResourcesSupport:

• Build, maintain, and strengthen organizational systems, workflows, and internal controls
• Create, manage, and continuously improve operational documentation, procedures, trackers, and process
  ownership
• Improve cross-functional communication and workflow clarity
• Own and manage organizational operational calendars, deadlines, administrative compliance timelines, and
  recurring processes
• Manage benefits administration and related compliance processes
• Own vendor contracts, renewals, insurance administration, and organizational service relationships
• Manage employee onboarding and offboarding workflows, documentation, and retention-support efforts

Financial Operations & Administration:

• Own and manage day-to-day financial operations to ensure accuracy, accountability, strong organization, and
  effective internal controls
• Process and oversee payroll functions and payroll-related workflows
• Own accounts payable processes including vendor payments, invoice management, approvals, and tracking
• Monitor organizational and departmental budgets, track spending, and identify budget variances, concerns, or
  trends requiring attention
• Lead coordination and preparation for annual audits, including maintaining organized financial documentation and
  supporting materials
• Manage required financial compliance processes including tax-related coordination, reporting timelines, and
  administrative financial requirements
• Track and manage grant-related financial deadlines, budgets, supporting documentation, and compliance
  requirements

Required Qualifications

• Associate or bachelor’s degree in business administration, nonprofit management, finance, operations, or related
  field
• 3–5+ years of experience in operations, administration, nonprofit management, business operations, financial
  administration, or related operational roles
• Experience managing workflows, deadlines, systems, and organizational processes with strong attention to
  accountability and follow-through
• Experience overseeing financial operations that may have included payroll, accounts payable, budgeting support, and related financial administration
• High attention to detail, strong organizational skills, and the ability to work independently
• Proficiency with Microsoft Office and cloud-based administrative and financial systems

by Friday, August 28th

Community Council is an equal opportunity employer and does not discriminate on the basis of race, religion, ethnicity, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability.