Operations Manager

Allegheny CleanWays, Operations Manager

Location: Allegheny County

Reports to: Executive Director

Position Type: Part-time, Year-Round (24 hours/week)

Compensation: $22-24 per hour

Position Overview: The Office Manager plays a key role in keeping Allegheny CleanWays running smoothly behind the scenes. From timesheets and accounting coordination to contract renewals and insurance management, this position supports the essential infrastructure that powers our environmental mission. Perfect for someone who loves order, accuracy, and helping a small team succeed.

Primary Responsibilities

• Manage weekly/bi‑weekly timesheet collection, review, and submission for payroll processing.
• Collect, verify, and organize receipts, invoices, mileage logs, and staff expense documentation.
• Ensure accurate grant project coding across timesheets, expenses, and invoices.
• Coordinate with the organization’s accountant/bookkeeper by providing coding, documentation, and support for monthly closes, audits, and financial reporting.
• Maintain an updated calendar of contract renewals; support drafting, routing, and filing of agreements.
• Process vendor invoices and prepare payments for Executive Director approval.
• Support donation and grant data entry with the guidance of the Development Director.
• Track and manage insurance policies, renewal dates, premium payments, and certificates of insurance.
• Support staff with basic tech troubleshooting, coordinating with our IT partner as needed.
• Manage general office operations including supplies, mail handling, and internal organization systems.
• Provide administrative support to the Executive Director, including scheduling, document prep, and internal coordination.

Qualifications & Skills

Required:

• 2–4 years of experience in office administration, bookkeeping, or similar roles.
• Strong organizational skills and attention to detail.
• Experience with basic accounting tasks like expense coding, invoices, timesheets.
• Familiarity with accounting software (e.g., QuickBooks).
• Proficiency with Microsoft Office/365 and digital filing systems.
• Clear, professional communication skills.
• Ability to handle confidential information and work independently.

Preferred:

• Experience with nonprofit finance or grant coding.
• Experience managing insurance or contract renewals.
• Prior involvement in audits or financial reporting.
• Associate’s or bachelor’s degree in business, accounting, or related fields.

Application Directions: By 5:00 PM on Thursday, March 26, please submit the following to Caily Grube, Executive Director at caily@alleghenycleanways.org

Resume highlighting relevant operations or administrative experience

Two professional references, with at least one past supervisor

Brief cover letter (1 page max) describing:

• Why you’re interested in the role with Allegheny CleanWays
• How your experience aligns with operations work
• Your availability (days/hours)

Pay: $22.00 - $24.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Experience:

• Operations management: 2 years (Preferred)

Ability to Commute:

• Pittsburgh, PA 15223 (Required)

Work Location: Hybrid remote in Pittsburgh, PA 15223