Position Overview
The Business and Administration Manager (Manager) is a key senior staff member responsible for ensuring the organization's administrative, financial, human resources, facilities, technology, and compliance functions operate efficiently, accurately, and in accordance with organizational policies and applicable regulations.
Reporting directly to the Executive Director, the Manager works collaboratively with leadership to strengthen organizational capacity, oversee day-to-day financial and administrative operations, improve organizational systems, and ensure transparent communication across all departments.
Success in this position requires strong knowledge of business administration, human resources, accounting practices, facilities management, organizational compliance, and operational leadership. The Manager models servant leadership while fostering a culture of respect, collaboration, accountability, continuous improvement, and exceptional customer service.
Key Responsibilities
I. Human Resources and Staff Administration
The Manager administers the full employee lifecycle while ensuring compliance with organizational policies and employment laws.
· Payroll Administration: Oversee and execute accurate payroll processing through ADP or equivalent, ensuring timely employee payments, payroll tax compliance, retirement reporting, Form 5500 preparation support, and related payroll documentation.
· Benefits Administration: Coordinate employee benefit enrollment, changes, annual open enrollment, and retirement plan administration in collaboration with benefit providers.
· Employee Lifecycle: Oversee onboarding and offboarding processes, maintain standardized checklists, and ensure all required documentation is completed.
· Personnel Records: Maintain complete and confidential employee personnel files, performance documentation, and required employment records.
· Performance Administration: Coordinate annual performance evaluations and Performance Improvement Plans (PIPs) with supervisors to ensure consistent documentation and compliance.
· Hiring and Separation: Prepare employment offers, coordinate hiring documentation, and administer employee separations in partnership with supervisors and the Executive Director.
· Policy Administration: Review the Employee Handbook with all new employees and remain current on federal and Vermont employment laws, recommending policy updates as needed. Prepare policies and update the Handbook.
· Leave Administration: Administer PTO, leave accruals, tenure adjustments, carryover practices, and applicable leave programs in accordance with organizational policies and applicable laws.
· Workers' Compensation and Unemployment: Serve as the primary administrator for workers' compensation and unemployment claims, ensuring timely reporting, documentation, and resolution.
II. Financial and Accounting Administration
The Manager oversees daily financial administration while maintaining strong internal controls and accurate financial records.
· Accounts Payable and Receivable: Administer accounts payable and receivable, including invoice processing, vendor payments, customer billing, and accurate transaction entry.
· Vendor Administration: Establish vendor accounts, collect and maintain W-9 documentation, resolve billing issues, and maintain organized vendor files.
· Cash and Revenue Reconciliation: Perform daily/weekly reconciliation of cash, checks, and electronic transactions in POS (PetPoint, Clinic HQ), and related financial systems.
· General Ledger Support: Prepare journal entries, verify revenue and expense allocations, reconcile bank and credit card accounts, and maintain accurate accounting records.
· Financial Reporting: Prepare financial reports and reconciliation schedules for leadership review.
· Audit and Tax Support: Assist the Executive Director, bookkeeper, CPA, and by preparing documentation required for annual financial reviews, audits, tax filings, and regulatory reporting.
· Internal Controls and Procedures: Develop and maintain written administrative and financial procedures to ensure consistency, accountability, compliance, and data accuracy.
· Insurance Administration: Coordinate annual insurance renewals by gathering financial information, obtaining quotes, and supporting the Executive Director during policy review.
III. Facilities, Equipment, and Technology Management
The Manager oversees organizational assets, facilities, and technology systems to ensure safe, efficient operations.
· Equipment Management: Maintain an inventory of organizational equipment and coordinate preventive maintenance with department managers.
· Vehicle Management: Coordinate maintenance, inspections, repairs, registrations, and service records for organizational vehicles.
· Technology Administration: Maintain inventories of computers, hardware, software, technology assets, user accounts, software licenses, and cloud-based systems while coordinating renewals and replacements.
· Communications Systems: Administer telephone systems, internet services, Google Workspace accounts, and related communication platforms.
· Security Systems: Oversee physical security systems, access controls, keys, alarm systems, and digital security procedures.
· Facilities Management: Coordinate preventive maintenance and repairs for HVAC, generators, building systems, grounds maintenance, snow removal, and contracted facility services.
IV. Organizational Safety, Compliance, and Risk Management
The Manager is responsible for maintaining organizational compliance and promoting a safe working environment.
· Safety Program Administration: Develop, implement, maintain, and periodically update the WCHS Safety Plan.
· Safety Training: Provide safety orientation for new employees and present ongoing safety education during staff meetings.
· Professional Credential Management: Monitor required professional licenses and certifications, including DVM, CET, DEA registrations, and other required credentials, ensuring timely renewals and documentation.
· Regulatory Compliance: Monitor compliance with OSHA, DEA, employment regulations, insurance requirements, state and organizational policies, and applicable federal and state regulations affecting operations.
V. Organizational Leadership and Administration
The Manager partners with the Executive Director to strengthen organizational systems and support operational excellence.
· Recommend operational improvements that increase efficiency, accountability, and service quality.
· Develop, implement, and maintain administrative systems and organizational procedures.
· Promote collaboration, transparency, and effective communication among departments.
· Maintain the confidentiality of organizational, financial, personnel, and donor information.
· Perform special projects and other duties as assigned.
Qualifications
Education and Experience
· Bachelor’s degree in business administration, Management, Human Resources, Accounting, or a closely related field preferred. Equivalent combinations of education and progressively responsible experience will be considered.
· Minimum of four years of progressively responsible leadership experience in business operations.
· At least three years of hands-on experience overseeing payroll, bookkeeping, accounts payable, accounts receivable, and financial reconciliation.
· Demonstrated financial literacy, including accounting principles, internal controls, ledger reconciliation, and financial reporting.
Skills and Competencies
· Experience with ADP or comparable payroll systems.
· Experience with accounting software and Microsoft Excel.
· Strong knowledge of human resources administration and employment compliance.
· Knowledge of facilities management, vendor administration, and workplace safety.
· Excellent organizational, analytical, mathematical, communication, and problem-solving skills.
· Ability to manage multiple priorities while maintaining attention to detail.
· Demonstrated ability to improve processes and manage projects.
· Ability to maintain strict confidentiality.
· Commitment to servant leadership, collaboration, accountability, professional integrity, and the mission of WCHS.
Physical Requirements and Work Environment
Physical Demands
While performing the duties of this position, the employee is regularly required to:
· Sit for extended periods of time, including while working at a computer or attending meetings.
· Stand, walk, bend, kneel, and reach as necessary to perform office and facility oversight duties.
· Use hands and fingers to handle, feel, or operate office equipment, computer keyboards, and phones with high manual dexterity.
· Communicate effectively in person, over the phone, and in writing.
· Occasionally lift and/or move up to 25 pounds.
Work Environment
The work environment involves a combination of office and animal care settings.
· The employee may be exposed to noise, odors, dander, and unpredictable animal behavior.
· Work may be performed in areas where animals are present and handled.
· The environment requires flexibility in adapting to changing conditions, including exposure to outdoor weather while moving between buildings or attending events.
· The noise level in the work environment can range from moderate (office setting) to high (kennels, adoption events, or veterinary areas).
Work Schedule
· Hours: 20-28 hours per week, generally Monday through Friday between 8:00 AM and 6:00 PM.
· Location: Primarily on-site.
· Back ground check: This position handles money and may be subject to a background check.
Flexibility: Occasional evenings, weekends, and holidays may be required to support organizational needs.
· FLSA Classification: Exempt or Non-Exempt (to be determined prior to posting).
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k)
- Employee assistance program
- Employee discount
- Flexible schedule
- Paid time off
Experience:
- business operations : 3 years (Preferred)
Location:
- Brattleboro, VT 05301 (Preferred)
Work Location: In person
