Operations and Bookkeeping Manager

Massachusetts Advocates Standing Strong (MASS) is a statewide self-advocacy organization that supports nurtures and promotes self-advocacy among adults and young adults with intellectual and developmental disabilities (I/DD) and autism. Our mission is to empower self-advocates through education to make choices that improve and enrich their lives.

MASS is seeking an Operations and Bookkeeping Manager to support the organizations day-to-day operations financial systems and project coordination. This role is responsible for overseeing bookkeeping functions supporting organizational budgeting and reporting and coordinating programmatic and administrative operations across MASS initiatives.

This position works closely with staff Board members vendors and community partners across Massachusetts both virtually and in-person. The ideal candidate is highly organized detail-oriented and comfortable balancing multiple priorities in a collaborative mission-driven environment.

Compensation & Benefits

• Salary range: $64480 - $70720 based on experience
• $2000 bonus after 9 months of successful employment
• Monthly health stipend of $100-$135 for employees working 30 hours/week
• 14 paid holidays and 3 personal days annually
• Paid vacation:
  
  • 10 days/year after 6 months
  • 15 days/year after 2 years
• Sick time: 1 day per month 12 days per year

Work Schedule and Location
This is a full-time position (40 hours/week) Monday-Friday 9:00 AM-5:00 PM. The role requires 2-3 days per week in person at the MASS office (200 Portland St. Boston) with the remaining time worked remotely or at offsite locations as needed.

Some schedule flexibility is required (approximately 3-4 times per year) to support major events including the MASS Annual Conference.

Duties and responsibilities include:

1) Operations & Project Management

• Coordinate and manage contracts deliverables and reporting in collaboration with staff and leadership
• Develop and maintain project work plans (including Gantt charts) to track progress and ensure timely completion of grant and contract goals
• Oversee day-to-day project operations including scheduling meeting coordination and event logistics
• Maintain shared systems for tracking tasks timelines and communications (Google Workspace and related tools)
• Prepare internal reports on project status trainings and organizational initiatives
• Support planning and execution of major events including the Annual Self-Advocacy Conference and regional programs
• In partnership with the Executive Director and MASS Board develop implement and refine internal policies procedures and systems to improve workflow and organizational effectiveness

2) Finance & Bookkeeping

• Oversee and support all bookkeeping functions using QuickBooks Online in coordination with external accounting and payroll vendor
• Process and monitor accounts payable and receivable including invoicing for contracts and grant
• Support bi-weekly payroll processing and related documentation
• Maintain accurate financial records including transaction categorization reconciliations and supporting documentation
• Assist in developing annual budgets project budgets and monthly financial reports for leadership review
• Track expenses and revenues across projects to support financial planning and compliance
• Ensure confidentiality and accuracy in handling financial and personnel-related data
• Manage relationships with outsourced accounting partners and work collaboratively to support general ledger classification and alignment with grant and contract requirements

3) Human Resources and Administration

• Support hiring and onboarding processes including job postings interview coordination and new hire setup
• Maintain organized and confidential employee records
• Coordinate with HR and payroll vendors to support personnel processes (e.g. payroll benefits stipends time-off tracking)
• Support the development implementation and updating of HR policies procedures and employee handbook materials in collaboration with the Executive Director and Board committees

4) Supervision and Team Coordination

• Support supervision of 1 full-time Manager and 2 part-time administrative staff
• Provide guidance and oversight to ensure consistency in administrative and bookkeeping processes
• Facilitate team meetings set agendas and support staff in meeting deadlines and priorities
• Oversee payroll processing time-off tracking and related employee updates across the organization in partnership with supervised staff and external vendors

5) Data Management and Organizational Support

• Maintain and improve systems for document control database management knowledge sharing and project tracking with an emphasis on accessibility and ease of use
• Support data collection and reporting for grants and organizational initiatives
• Uphold and strengthen data management and security practices ensuring compliance with legal standards
• Assist with additional projects and organizational priorities as assigned by the Executive Director

Qualifications:

• Masters Degree preferred will consider candidates with a Bachelors Degree if they have additional years of relevant work experience.
• Excel and QuickBooks knowledge and experience are strongly preferred.
• 1-3 years experience in project management operations office administration accounting and outsourced vendor oversight.
• Experience coordinating multidisciplinary project teams.
• Experience supervising multiple staff projects and initiatives.
• Experience working with self-advocates and individuals with intellectual and developmental disabilities is a plus.
• Strong organizational skills for working both independently and collaboratively.
• Ability to foresee issues before they arise and resolve them smoothly.
• Strong interpersonal skills to influence and guide solutions.
• Demonstrated understanding of work flow processes and change management.
• Desire to be in a workplace where you can make a difference in peoples lives.

If you are interested in applying for this position please submit your application cover letter via the application portal and respond to the preliminary questions.

Required Experience:

Manager