Finance and Operations Manager

Position Summary

The Finance and Operations Manager supports the smooth day-to-day functioning of Potomac Conservancy by managing core administrative, operational, and financial systems. This position oversees office operations, vendor coordination, technology and remote work tools, staff timekeeping and leave administration, internal logistics, and staff engagement activities. The role also supports key finance functions. Reporting to the Vice President of Finance and Operations, this position works closely with staff across the organization to ensure essentials systems are accurate, organized, responsive, and aligned with organizational needs.

Potomac Conservancy is a nationally accredited land trust and clean water leader working to restore and protect the Potomac River for the six million people who depend on it. With the support of more than 42,000 advocates and donors, we protect natural lands, restore habitat, and advance policies that improve water quality and climate resilience.

Specific Duties

Administration and Operations (80%)

• Manage day-to-day office operations, administrative systems, supplies, equipment, general inquiry email, and vendor relationships for staff across Bethesda, MD and Winchester, VA.
• Serve as systems administrator for key technology platforms, including Microsoft 365, Miro, ClickUp, Bill Spend and Expense, and QuickBooks Time; manage staff access, system settings, and basic training as needed.
• Manage the IT equipment lifecycle, including laptop assignment, maintenance coordination, inventory tracking, and replacement planning.
• Coordinate employee onboarding and offboarding, including systems setup, account access, equipment, and training on relevant administrative and finance tools.
• Manage employee timekeeping and leave administration.
• Coordinate staff meetings, internal engagement activities, and team events, including scheduling, logistics, materials, and activity planning.
• Maintain key organizational records and administrative information, including board terms, contact lists, and board orientation materials.
• Support organization-wide operational improvements by identifying opportunities to strengthen administrative systems, documentation, and consistency across teams.
• Maintain organizational compliance, including annual 501(c)3 and multi-state filing requirements.
• Support Potomac Conservancy Diversity, Equity, Inclusion, and Justice implementation by participating in the DEIJ working group.

Finance (20%)

• Manage accounts payable and payment processes through Bill.com, including invoice processing, approvals, vendor management, and resolution of payment issues.
• Support monthly close by syncing Bill.com transactions to QuickBooks, reviewing coding and documentation, and resolving discrepancies as needed.
• Enter and maintain fixed assets, prepaid expenses, and related monthly accounting entries in QuickBooks.
• Reconcile assigned long-term investment and reserve accounts each month.
• Support preparation of financial reports, schedules, and documentation for internal review and audits.

Qualifications

• 2 – 5 years of relevant experience working in finance, administrative management, or operations. A bachelor’s degree may be substituted for some professional experience.
• Highly detail-oriented and able to manage multiple priorities independently.
• Proactive problem-solver with the ability to anticipate needs and keep systems running smoothly.
• Strong organizational skills, with the ability to manage competing deadlines and move work forward independently.
• Clear, professional communicator who can coordinate effectively with staff, vendors, and contractors.
• Sound judgment, discretion, and reliability when handling financial, personnel, and confidential information.
• Proficiency with Microsoft Office and QuickBooks; experience will Bill.com, Bill Spend and Expense, QuickBooks Time, or similar systems strongly preferred.
• Familiarity with nonprofit accounting practices and GAAP a plus.

*This position uses a wide variety of skills. We encourage you to apply if you think you would be a good fit, even if you don’t meet 100% of the qualifications.

Compensation and Benefits

• Starting salary range: $55,000-60,000
• Hybrid work schedule with 1 day per week in the Bethesda, MD office.
• Benefits include medical coverage, with 80% of premiums covered by the Conservancy;
• Competitive rates on dental and vision coverage;
• 18 days paid time off, 11 holidays, and 3 floating personal holidays per year with leave increasing over tenure;
• Half-day Fridays in July and August and one week ‘end-of-year’ break;
• Flexible work schedule that reflects Potomac Conservancy’s commitment to a healthy work/life balance;
• 403 (b) matching, with no vesting period and flex spending accounts;
• Access to an Employee Assistance Program at no cost;
• Working with bright, fun coworkers in a collaborative, mission-driven culture.