Position Information
Salary Range: Starting $65,000; (DOE)
Scheduled Hours: Monday-Friday, 8am-5pm and at events as needed.
Job Summary
The role of the Business Manager is to oversee critical business functions including, but not limited to, HR management, administrative and financial support to foster organizational success and compliance at the Alaska Center for the Performing Arts (ACPA).
Key responsibilities include maintaining employee, business and financial records, overseeing payroll process, employee benefits, engagement/recognition, training programs, leading recruitment, hiring and annual goal setting processes, managing and maintaining personnel and business policies, supporting and coordinating finance reporting, employee disciplinary actions and separations in collaboration with the President & COO.
Our ideal candidate is a detail-oriented and proactive leader with a strong background in human resources and compliance, and experience with financial management support. They are skilled in developing employee engagement programs, maintaining organized and accurate records, and navigating personnel policies with a fair and consistent approach. This individual should have experience in budgeting, payroll management, and working within a nonprofit environment, along with a solid understanding of employment laws, benefits administration, accounts payable/receivable and financial reporting. The ideal candidate will possess excellent communication and organizational skills, a collaborative mindset, and a commitment to fostering a positive, supportive, and compliant workplace culture.
This position is the lead point of contact with ACPA’s external accounting firm/payroll service, oversees an Office Assistant (AP/AR Technician) and reports directly to the President & COO.
Applicants that may not have all the experience outlined, but have a willingness to learn, are encouraged to apply.
Job Duties
Human Resources and Payroll
- Oversee staff recruitment efforts, conduct candidate screenings and coordinate interviews.
- Manage, monitor and track onboarding and orientation for new hires, mandatory and elective training, professional development, annual reviews, position changes, disciplinary actions and terminations.
- Manage formal and informal programs and systems for recognizing employees.
- Coordinate, monitor and maintain accurate, confidential and secure personnel records.
- Monitor and document employee attendance and leaves, administer Family and Medical Leave (FMLA), sick leave, and other time-off requests adhering to organizational policy and legal requirements.
- Support organizational risk management by maintaining an incident report log, including the mandatory OSHA 300 logs, reviewing safety protocols, and participating in regular risk assessments to identify and mitigate potential business risks.
- Monitor and maintain industry and business memberships, annual state and regulatory filings/documents.
- Ensure ACPA staff adhere to ACPA financial policies, internal controls and processes (expenditure approvals, credit card usage, check requests, petty cash, etc.)
- Assist in managing Workers Compensation claims and injury reports, and completion/documentation of the annual Workers Compensation audit.
- Support understanding, administration, and compliance of the IATSE Local 918 Collective Bargaining Agreement (CBA).
- In collaboration with external accounting/payroll firm, accurately prepare/confirm bi-weekly payroll and maintain detailed records for ACPA employees and IATSE Local 918 Stagehands (when applicable).
- Monitor and ensure compliance with all federal, state, and local compensation laws, including minimum wage, overtime, and fair labor standards.
- Prepare regular payroll reports for management, including annual audit, providing insights into payroll expenses, trends, and relevant payroll metrics.
Business Administration
- Research, manage and administer the organization’s employee benefits and business insurance programs in collaboration with vendors.
- Maintain and organize a central record of all ACPA policies and procedures, leading an annual policy review to ensure organization and department level policies are well understood and remain current, relevant, and compliant with legal and organizational standards.
- Maintain copies and review contracts to ensure and support compliance for all grant, vendor, insurance, partnership and contractor agreements.
- Manage vendor relationships related to business office needs, such as office supplies, equipment maintenance, and service contracts, ensuring timely renewals and compliance with service agreements.
- Oversee weekly deposit, processed by President & COO’s Executive Assistant.
- Keeps banking and signature authority up to date on all financial accounts and ensures access to financial systems is secure, tracked, and limited to authorized personnel only.
- Provide monthly banking and investment statements to the external accounting firm.
- Review and update ACPA financial policies in collaboration with external accounting firm, outside counsel and President & COO as required or necessary.
- Provide support for the reconciliation of monthly financial statements and account balances.
- Assist with tracking, reporting and forecasting personnel and operations budgets through QuickBooks and other reports.
- Assist in preparing for the annual audit and 990 by gathering and reviewing financial records related to personnel, HR, and other business office elements, addressing auditor inquiries, and ensuring timely completion.
- When requested, provide analysis of financial data to identify trends, support the management of spending, and advise on cost-saving measures and/or financial reports.
Education and Experience
- College degree or professional work experience/certifications in HR or Management field is required
- Working knowledge of Microsoft Office Suite is required.
- Three years of relevant experience is required.
- Working knowledge of QuickBooks Online is preferred.
Knowledge
Conflict Resolution – Knowledge on how to resolve conflict between staff members, user groups, and managers.
Customer Service - Knowledge of principles and processes for providing stellar customer service. This includes customer/client needs assessment, meeting quality standards for services, and evaluation of customer satisfaction – both internal and external.
Human Resources and Employment Law: Strong understanding of HR principles, employment laws, and compliance requirements, including familiarity with payroll regulations, benefits administration, FMLA, Workers’ Compensation, and disciplinary procedures.
Payroll Processing and Compliance: Knowledge of payroll systems and processing best practices, including payroll tax laws, deductions, garnishments, and union-related payroll requirements, particularly as they pertain to IATSE or similar collective bargaining agreements.
Budgeting and Financial Management: Proficiency in budgeting, financial tracking, and reporting, as well as a solid grasp of accounts payable and receivable processes. Familiarity with financial compliance, audit support, and cost analysis is also essential.
Risk Management and Insurance: Understanding of organizational risk management, insurance policies, and how to assess insurance coverage and manage renewals, claims, and audits in collaboration with insurance agents.
Regulatory Compliance for Nonprofits: Knowledge of nonprofit regulations, including annual state filings for nonprofit status, business licensing, and general compliance in a nonprofit environment.
Policy and Procedure Development: Ability to create, review, and maintain organizational policies and procedures that comply with industry standards and legal requirements, ensuring they are up-to-date and effectively communicated to all staff.
Training and Development: Familiarity with training programs and compliance requirements, such as OSHA, First Aid/CPR, and other safety protocols, along with tracking and recording certifications and professional development activities.
Records Management and Confidentiality: Skill in maintaining confidential and accurate records for HR, payroll, and finance while upholding data privacy and organizational security standards.
Vendor and Contract Management: Ability to manage relationships with external vendors, coordinate service contracts, and ensure compliance with terms and renewals of organizational agreements.
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Basic Skills
- Coach Approach – Inspiring, motivating, developing and directing people as they work. Using active learning and listening techniques to communicate and engage with direct reports, colleagues and clients to seek effective results, while engaging individuals in the process.
- Critical Thinking and Complex Problem-Solving Skills - Using logic and reasoning to identify complex problems and the strengths and weaknesses of solutions, conclusions, or approaches to those problems. Being open to alternative ideas no matter from where or who they came.
- Record Keeping – Ability to keep excellent records of contracts, contacts, clients, vendors, and important documents pertaining to events inside and outside of our facility.
- Financial and Time Management – Analyzing needs, resources, and performance to determine how resources will meet needs in most cost-effective manner.
- Learning and Mentoring Strategies- Consistently seeking knowledge and increasing one’s own skills and experience, while selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Performance Monitoring - Consistent and effective assessment of performance for yourself, other individuals, or strategies, tactics or systems to make improvements or take action to improve outcomes.
- Communication - Executing excellent written and verbal communication, appropriate for any given audience, including consistent communication on work progress and team projects with regular updates to staff and stakeholders on program development, and providing information for multiple ambassadors/partners working to advocate for ACPA and its programs and needs.
- Social Skills - Commitment to adjusting approach in relation to others’ values or ‘why’ in the effort to better meet their needs and understand their behaviors when communicating or working together.
Work Context
Role Relationships – This position reports to the President & C.O.O. and collaborates effectively with and provides support to all departments of ACPA.
Work Setting – Shared closed door office setting. Stand, sit, walk, and use stairs. Must be able to lift and/or move 10-15lbs. regularly, and occasionally up to 50lbs. Will occasionally act as an ACPA representative at scheduled events inside and outside of the venue. Reasonable accommodation will be explored to enable persons with disabilities to perform essential functions of the job.
Environmental Conditions – Office environment, frequent deadlines with simultaneous projects, and public facing event work.
Work Attire – Casual to Business Casual, appropriate to the work situation.
Tools and Technology
Tools
- Desktop/Laptop computer provided
Cloud-based data access and sharing software.
- Dropbox
- Google Drive
- Microsoft SharePoint
Operating system software
- Microsoft Office Suite
- Adobe PDF
- QuickBooks Online
- QuickBooks Payroll Processing Portal
- Paychex Onboarding and Recruiting Software
- Mineral – HR Document Assisting Tool
Benefits
- Paid Time Off: Years 0-5 accrual rate is 5.54 hours per pay period (est. 18 days over the entire year)
- Accrual starts on date of hire, then can be used starting at 90 days.
- Health Insurance: Employee pays approx. 21% of policy per month (Includes vision, dental option outlined below)
- Voluntary Additional Vision – 100% Employee
- Voluntary Dental – 100% Employee
- Life Insurance: $50,000 policy, paid solely by ACPA.
- Parking: 50% subsidized by ACPA (cost to employee is $50/mo., as a payroll deduction ($100/mo. normally) OR ACPA funded monthly bus pass through People Mover for individuals who prefer not to or do not drive.
- Voluntary Aflac Coverage – 100% Employee (pre and post-tax plans)
- 403(b) Retirement Plan: after 6 Months ACPA contributes 3% of gross wages and matches up to 6%. Employee contributions can start immediately.
- Slip-In Policy: ability to see most shows at no cost or discounted, restrictions apply.
- Employee Assistance Program – 100% ACPA
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