Finance

Atlas Performing Arts Center Finance & Office Manager

Washington, DC Full time

The Finance & Office Manager is a key administrative role responsible for supporting financial operations, office management, and human resources, while also assisting the leadership team. This position will take on general administrative tasks currently handled by department directors, helping to streamline operations, improve efficiency, and ensure smooth financial and administrative processes across the organization. The Finance & Office Manager plays a crucial role in maintaining financial accuracy, coordinating office operations, and supporting employee-related functions, contributing to the overall effectiveness of Atlas Performing Arts Center.

Description

Key Responsibilities

Office Management & Administration

1. Serve as the primary office manager, ensuring smooth daily operations, including office supply management, vendor coordination, and general administrative support.
2. Support the Director of Administration and Executive Director with administrative tasks, special projects, and operational needs.
3. Assist in maintaining organizational records, including policies, procedures, contracts, compliance documents, and financial files.
4. Assist in overseeing administrative systems and workflows, ensuring efficient document management and interdepartmental communication.
5. Track and coordinate vendor contracts, ensuring timely renewals, compliance, and proper documentation.
6. Act as a liaison for IT support and facility needs, coordinating with vendors as necessary.
7. Provide meeting and board support, including scheduling, preparation of materials, and documentation.
8. Assist in scheduling and logistics for internal staff meetings, managing calendars, and prioritizing workflow for leadership.
9. Support artist contracting by assisting with documentation, tracking, and processing agreements in collaboration with the Programming team.
10. Assist in administrative logistics for performances, rentals, and artist programs, ensuring agreements and payments are properly documented.
11. Identify and implement process improvements to enhance financial, administrative, and operational efficiency across departments.
12. Serve as the primary liaison with Supporting Strategies, ensuring smooth coordination with Atlas' third-party bookkeeping team.
13. Manage day-to-day financial transactions, including accounts payable, receivable, reconciliations, and payroll coordination.
14. Maintain QuickBooks Online and ensuring accurate and timely bookkeeping.
15. Assist in budget preparation, monitoring, and variance tracking, providing department heads with budget vs. actual reports.
16. Process expense reports, credit card transactions, and reimbursements, ensuring proper documentation.
17. Support audit preparation, including gathering financial records and reports.
18. Help manage cash flow and grant tracking, ensuring compliance with restricted fund allocations.
19. Support the Director of Administration and Development team in monitoring restricted grants and financial reporting obligations to ensure compliance with funding requirements.
20. Work with Programming and Finance teams to ensure artist payments are processed accurately and on time.
21. Ensure adherence to internal financial controls and policies, assisting with financial process improvements as needed.

Human Resources & Staff Support:

1. Assist with HR functions, including onboarding, benefits administration, and maintaining employee records.
2. Support payroll processing in coordination with external providers.
3. Help ensure compliance with HR policies and employment laws, including proper documentation and reporting.
4. Help coordinate staff performance evaluation processes and professional development initiatives.
5. Assist in maintaining and organizing HR-related records for compliance and accessibility.
6. Assist in fostering a positive workplace culture by supporting employee engagement efforts and internal communication initiatives.

Qualifications and Skills

Required Qualifications:

1. 3+ years of experience in finance, office management, administration, or a related role, preferably in a nonprofit or arts organization.
2. Proficiency in QuickBooks Online, and Microsoft Office Suite (Excel, Word, Outlook).
3. Strong understanding of basic accounting principles, budget management, and financial reporting.
4. Excellent organizational and time management skills, with the ability to multitask, prioritize, and problem-solve independently.
5. Strong interpersonal and communication skills, with the ability to engage effectively with staff, vendors, and stakeholders.
6. High attention to detail and the ability to maintain confidentiality and professionalism in handling sensitive financial and HR information.
7. Experience managing vendor relationships and contract tracking.
8. Ability to work both independently and collaboratively, supporting multiple departments and leadership.

Preferred Qualifications:

1. Knowledge of nonprofit financial management and grant tracking.
2. Familiarity with arts administration, event support, or artist contracting.
3. Experience working with outsourced finance teams or third-party bookkeepers.
4. Comfort navigating HR systems, payroll processing, and benefits platforms.
5. Strong analytical skills with the ability to identify and implement process improvements.
6. Familiarity with Patron Manager (Salesforce), Momentous (formerly Ungerboeck), or other arts/event management platforms.

Health, dental, and vision insurance, paid vacation, holiday, personal days and sick leave, Costco membership, retirement.