Reporting to the Director, the Operations and Finance Manager oversees the operations systems and financial management of the museum. This position has day-to-day responsibility for executing finance-related tasks and ensuring all relevant processes and procedures are adhered to, for ensuring that the building, site and workplace systems are functional to support public access to the museum. This position is responsible for revenue-generating through giftshop operations, loyalty or membership programs, and appropriate sponsorship or grant opportunities and assists with other activities of the museum as required.

As part of the management team, the Operations and Finance Manager leads organizational effectiveness and efficiency through management of various service contracts and efficient records management practices, and collaborates in the development and implementation of strategies, procedures and practices that contribute to long-term operational excellence. This position is called to collaborate closely with the Director in operationalizing the strategic plan, to support the Board of Directors in its decision-making process and to provide administrative support to the museum and Les Amis/Friends of MSBM Inc.

The Operations and Finance Manager is a strategic thinker, who works collaboratively with all sectors of the museum, identifying opportunities and implementing changes that contribute to long-term operational excellence.

Operations Management

• Manages systems contracts (utilities, services, equipment rental leases, IT, building maintenance) and oversee maintenance and inspections requirements and acts as primary contact to ensure all systems function optimally.
• Seeks effectiveness and efficiency of productivity through improvements to systems contracts.
• Supervises the Maintenance and Janitorial Worker.
• Drives initiatives in the management team and organizationally that contribute to long-term operational excellence.
• Determines staffing requirements to maintain regular operations, prepare work schedules accordingly and assign specific duties as required.
• Participates in interviews, hiring and training new employees or oversee those personnel processes.
• Analyzes data to contribute to short and long-term organizational planning and strategy as a member of the management team. Recommends and implements improvements to systems.

Financial Management

• Collaborates with the Director to develop annual operational plans and budgets for board approval.
• Collaborates with sector leads to develop and monitor approved operational or program budgets.
• Assists with the preparation of applications and finance reports to funders as required.
• Oversees overall financial management, planning, systems and controls. Manages day to day processing of accounts receivable and payable using QuickBooks.
• Disburses payments for museum expenses and facilitate purchases as required by sector leads.
• Prepares bank deposits and reconciliations, reviews bank statements and validates entries.
• Manages and ensures accurate administration of all payroll and employee benefits and ensures all remittances are up to date including maintaining and updating payroll and personnel records including vacation, sick-time and other benefits, collecting time records and generating bi-weekly payroll information to payroll service.
• Prepares reports and submits various tax remittances, GST, RST, HE Levy.
• Reconciles monthly activities, generate year-end reports and fulfill all tax related requirements.
• Delivers monthly and quarterly assessments and forecasts against approved budget and produce other reports as requested or required.
• Prepares annual financial statements for submission and review by the auditors.
• Leads the annual audit process.
• Prepares and forwards all necessary documentation for City of Winnipeg issuance of charitable tax receipt.

Revenue Generation

• Trains all affected staff on the use of the POS system and cash handling procedures.
• Collaborates with sector leads to establish price points for admissions, programs, and venue rentals, guidelines for staff-participant ratios during programs and events, boutique-related loyalty programs or promotions, on site or online.
• Manages on site and online boutique sales for the Musée, including sourcing of products, setting of price points and maintenance of stock for boutique.
• Prepares shipments; receives, unpacks and shelves inventory received.
• Creates and maintains inventory control procedures for boutique.
• Creates and maintains databases for vendors, members and donors.
• Communicates information and provides oversight or assistance as required to appropriate staff.
• Develops, maintains and monitors all fundraising and accounting systems and procedures capturing all donations, billings and receipts.

Administration

• Acts as Secretary to the Board of Directors, gathers and distributes material on behalf of the Board and its committees, prepares minutes, organizes and archives Board-related corporate records.
• Convenes Board members as needed on behalf of Board chair. Leads financial reporting to the Board and assists the Director in responding to requests for information from the Board.
• Maintains the museum’s policy manual.
• Maintains all financial, electronic and hard copy files.
• Maintains physical inventory of annual reports and financial statements.
• Maintains relationships with City of Winnipeg Clerks and Finance staff.
• Acts as group administrator for the museum health, benefits and pension plans.
• Acts as liaison regarding workers’ compensation and other insurance claims and reports.
• Manages all shipments, courier, postal services and bulk mailing for the museum.
• Supports the preparation of calls for tender and makes appropriate recommendations to the Director.
• Provides administrative and financial services support to the Amis de / Friends of MSBM when appropriate.

• Bilingualism is required.
• Satisfactory completion of a post-secondary program with specialized training in accounting systems or office administration or an equivalent combination of recent and related experience and training.
• Experience and knowledge in financial planning, budgeting, accounting and financial analysis, payroll and office administration.
• 5 years of progressive experience in a complex, not-for-profit organization.
• Proficiency with the Microsoft Office suite of programs, QuickBooks, On-line utilities or web applications (calendars and databases); ability to work in a networked environment.
• Strong research skills and experience sourcing products and services.
• Supervisory experience an asset.
• Retail experience an asset.
• Superior organizational and time management skills with the proven ability to prioritize in a fast-paced environment.
• Effective communicator with excellent written and verbal skills.
• Valid Manitoba Class 5 driver’s licence and access to a vehicle.

Conditions of Employment

• Must be legally entitled to work in Canada.
• Satisfactory Criminal Record Check, Child Abuse Registry Check and Vulnerable Sector Search, at the candidate’s expense.
• Ability to acquire and maintain a valid CPR Level C and Emergency First Aid certificate within first three months of employment, at the employer’s expense.
• Ability to manage the physical demands of the position which may include lifting/moving heavy objects, reaching, walking, climbing stairs regularly, standing/sitting for extended periods, working in hot and/or humid environments.
• Must be available to work irregular hours on occasion, to meet operational or programming needs.
• Must be able to report to work at any of the museum's three work sites.
• Must have a valid Manitoba Class 5 driver's license and access to a vehicle.

Terms of Employment

• Permanent position.
• One year probation.

Compensation

• Annual salary is commensurate with experience, based on a 35-hour week. This position has access to a benefit program as stipulated in the collective agreement.

Deadline for applications: March 1st, 2022.

We thank all who apply. Only candidates selected for an interview will be contacted.