The Operations & Finance Specialist supports the implementation, coordination, and continuous improvement of PBPs operational and financial infrastructure. This role ensures that staff have the systems, processes, and guidance needed to operate efficiently, compliantly, and in alignment with organizational and funder requirements.

Reporting to the Director of Finance, this position serves as a key connector between operations, finance, programs, and systemsstrengthening financial controls, supporting grant and contract compliance, and improving organizational effectiveness through strong project management and process design.

Duties and Responsibilities

Operations

• Maintain and support PBPs remote work infrastructure, including Google Workspace, Asana, Harvest, Rippling, Zoom, and other organizational platforms.
• Administer requests for supplies and equipment and manage renewals of subscriptions and licenses essential to the organization.
• Support the evaluation, refinement, and implementation of operational and financial systems, including time tracking, expense workflows, contract management, project management tools, and system integrations.
• Lead general IT and equipment tracking and coordination with vendors, as needed.

Financial operations support

• Coordinate accounts payable processes by collecting invoices, verifying approvals and budget alignment, and preparing documentation for entry into financial systems in coordination with the Director of Finance.
• Serve as the primary administrator for time and expense tracking systems (Harvest), ensuring accuracy, compliance, and timely submissions.
• Produce monthly, quarterly, and annual labor allocation and timekeeping reports to support budgeting, capacity planning, and grant compliance.
• Support payroll coordination through Rippling by validating timesheets, stipends, and PTO balances and serving as the first point of contact for payroll-related inquiries (excluding payroll processing and final approval).

Budget, grant, and contract support

• Support invoice submissions to cities, funders, and partners and maintain organized documentation for audit and compliance purposes.
• Maintain contract trackers and support external agreement workflows with partners, vendors, and consultants.

Human Resources Operations

• Support hiring processes by updating and maintaining applicant tracking systems.
• Coordinate job postings and recruitment logistics in collaboration with hiring committees.
• Coordinate onboarding and offboarding processes, including systems access, documentation, and internal account setup.
• With the Director of Finance, coordinate the annual performance review process and related documentation.
• Support the maintenance and administration of Rippling HR systems, serving as liaison between staff and Rippling support as needed.

Organizational Development & Project Management

• Collaborate with staff and leadership to support annual organizational goals and operational priorities.
• Manage timelines, workflows, and deliverables for cross-functional operational and systems projects using Asana or similar tools.
• Coordinate logistics for internal meetings, retreats, convenings, conferences, and organizational events.
• Maintain and update standard operating procedures (SOPs) related to operations, finance-adjacent workflows, and compliance.
• Participate in organization-wide meetings and learning activities, contributing to continuous improvement and staff capacity building.

Qualifications

• At least three to five years of experience in operations, with demonstrated exposure to financial processes such as general ledger accounting and budgeting support, time tracking, expense reimbursement, payroll coordination, or grant administration.
• Strong technical and systems aptitude; ability to work across platforms and learn new tools quickly.
• Advanced proficiency in Microsoft Excel and Google Sheets, including formulas, pivot tables, and data reconciliation.
• Advanced proficiency in Google Suite.
• Strong communication skills with the ability to coordinate effectively with internal teams, external partners, and vendors.
• High attention to detail and ability to manage multiple priorities independently.
• Strong interpersonal skills and comfort working within a collaborative, distributed leadership structure.
• Adaptability and sound judgment in responding to evolving organizational needs.
• Demonstrated accountability, follow-through, and ability to create systems to track work and deadlines.
• Experience managing expectations and communicating progress clearly and transparently.
• Commitment to participatory, accessible, and inclusive operational practices.

Preferred Qualifications

• Experience in nonprofit, public-sector, or grant-funded environments.
• Familiarity with financial and operational systems such as Quickbooks, Harvest, Rippling, BILL, Sage Intacct, or similar platforms.
• Experience supporting audits or financial reviews.
• Project management experience supporting operational or systems initiatives.
• Experience working within a sociocratic framework that balances autonomy and shared decision-making