Friends of the Wissahickon Business Manager
Position Overview
Friends of the Wissahickon (FOW) seeks an experienced and highly organized Business Manager to oversee the organization’s day-to-day financial operations, human resources administration, and business operations.
This is a full-time, hands-on position primarily responsible for keeping FOW’s financial and administrative operations accurate, timely, organized, and running smoothly. The Business Manager manages day-to-day accounting and bookkeeping, accounts payable and receivable, banking and reconciliations, payroll, financial records, insurance, benefits administration, and related business functions.
The Business Manager reports to the Executive Director and works directly with FOW’s external Controller on the monthly accounting cycle, financial records, and accounting oversight. The position also works closely with the Executive Director and other staff on budgeting, financial questions, grants, and administrative needs.
The successful candidate will be detail-oriented, dependable, comfortable working independently, and able to manage sensitive financial and personnel information with discretion. This is an excellent opportunity for someone who enjoys owning the details that keep a small nonprofit operating effectively.
Key Responsibilities
- Financial Operations & Accounting
- Manage FOW’s day-to-day financial transactions and bookkeeping in QuickBooks Online.
- Maintain the accuracy and integrity of the general ledger, chart of accounts, classes, and financial records.
- Manage accounts payable and accounts receivable, including invoices, payments, deposits, and payment inquiries.
- Process and reconcile bank, investment, credit card, and other financial accounts.
- Review credit card transactions and receipts and ensure accurate coding and documentation.
- Process reimbursements, fund requests, inter-account transfers, and deposits.
- Monitor cash balances and upcoming obligations and communicate anticipated cash needs to the Executive Director and Controller.
- Work directly with the Controller to complete monthly reconciliations and close the books, investigate discrepancies, and provide supporting schedules and documentation.
- Assist with preparation of the annual operating budget and monitor actual income and expenses against the approved budget.
- Maintain organized and accessible digital financial records.
- Review financial procedures and recommend improvements to efficiency, documentation, and internal controls.
- Serve as the primary point of contact for routine financial and accounting questions from staff and vendors.
Grants & Financial Administration
- Work with the Development team to provide financial information for grant reports, reimbursement requests, and other funding requirements.
- Develop and implement standard operating procedure alongside Development and Capital Projects team to track grant-income and expenditure.
- Track grant-related income and expenditures and ensure expenses are appropriately coded and documented.
- Maintain records supporting restricted and designated funds.
- Provide financial documentation and reports needed for grant compliance and reporting.
Audit, Tax & Compliance
- Coordinate FOW’s annual financial audit with the Controller and outside auditors and for certain grants as needed.
- Prepare schedules, records, and supporting documentation for the annual audit and assist with auditor requests.
- Coordinate preparation and filing of annual 1099/1096 forms.
- Manage required sales tax payments and filings.
- Provide financial records and documentation for government, insurance, and other organizational audits.
- Maintain organized records of financial and regulatory filings.
- Payroll, Human Resources & Benefits
- Administer semimonthly payroll through ADP, including employee changes, PTO accruals, deductions, and related updates.
- Reconcile payroll activity and ensure timely payment of payroll taxes and employee withholdings.
- Process semimonthly 403(b) contributions and reconcile payroll withholdings.
- Coordinate annual W-2 preparation and distribution.
- Maintain confidential personnel records.
- Manage routine employee onboarding and separation processes, including background checks and required documentation.
- Administer employee benefit enrollment and changes and serve as the primary administrative contact for routine benefits questions.
- Coordinate annual health, retirement, and other benefit renewals.
- Maintain current employee handbooks, policies, and job descriptions in coordination with the Executive Director.
- Assist with routine employment compliance and unemployment claims.
Insurance
- Manage FOW’s business and employee insurance portfolio in coordination with the Executive Director and insurance brokers.
- Coordinate renewals, audits, certificates of insurance, and required documentation.
- Maintain organized insurance records and assist with claims and insurance-related questions.
Technology & Office Operations
- Serve as the primary staff contact for FOW’s IT service provider and coordinate routine technology needs.
- Coordinate technology equipment requests, repairs, purchases, and replacements.
- Manage relationships with telecommunications, internet, phone, and other technology vendors.
- Maintain appropriate records of organizational equipment and technology assets.
- Coordinate office security, alarm systems, keys, and related needs.
- Work with building management and vendors on office repairs, maintenance, and equipment.
- Manage office equipment leases, maintenance agreements, and renewals.
Organizational Support
- Participate in the Budget and Finance Committee as appropriate and prepare information requested by the Executive Director or committee.
- Work with staff to establish and maintain clear financial and administrative procedures.
- Provide practical support and guidance to staff on financial and administrative processes.
- Take on other business and administrative responsibilities as needed to support the effective operation of the organization.
Qualifications
- Bachelor’s degree in accounting, finance, business, or a related field, or equivalent relevant experience.
- At least five years of progressively responsible experience in accounting, bookkeeping, financial operations, or nonprofit business management.
- Strong understanding of nonprofit accounting and financial practices.
- Demonstrated experience with accounts payable and receivable, account reconciliation, payroll, and financial recordkeeping.
- Proficiency with QuickBooks Online and Microsoft Office/Microsoft 365, particularly Excel.
- Experience with ADP, Bill.com, or similar financial and payroll systems preferred.
- Experience with nonprofit grants, restricted funds, and grant reporting preferred.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple deadlines, prioritize effectively, and work independently.
- Strong written and verbal communication skills.
- Sound judgment and discretion when handling confidential financial and personnel information.
- Ability to identify problems, resolve routine issues, and improve systems and processes.
- Commitment to working collaboratively and respectfully with colleagues across the organization.
- Familiarity with data security, password management, and multi-factor authentication.
- Valid driver’s license and regular access to a vehicle preferred.
About Friends of the Wissahickon
Friends of the Wissahickon is a nonprofit organization founded in 1924 and dedicated to conserving and improving Wissahickon Valley Park. FOW partners with Philadelphia Parks & Recreation to steward more than 2,000 acres of parkland, support trails and infrastructure, protect natural resources, and connect people to the Wissahickon through education, volunteerism, and community engagement.
FOW is committed to diversity, equity, inclusion, justice, and belonging and seeks staff who share these values.
Compensation & Benefits
Salary range: $82,000–$88,000, commensurate with experience.
FOW offers a comprehensive benefits package, including health, dental, and vision insurance; a flexible spending account; short- and long-term disability insurance; life insurance; a retirement plan with employer contribution; professional development opportunities; and generous paid time off.
The position is based at FOW’s Philadelphia office. FOW staff generally work in the office four days per week, with flexibility to work remotely approximately one day per week, with occasional evening and weekend availability for organizational events.
