Finance and Operations Director

Based in Portland, Maine, with a satellite office in Lewiston, the Immigrant Legal Advocacy Project (ILAP) is Maine’s only state-wide immigration legal aid organization. ILAP’s mission is to help low-income immigrants improve their legal status and to work for more just and humane laws and policies affecting immigrants. ILAP’s work includes direct legal services for over 3,000 clients each year; education and outreach to immigrant communities and service providers; and systemic advocacy on local, state, and federal immigration law issues. ILAP is committed to having a respectful, collaborative, and equitable work environment, with equal opportunity for all employees. We hire candidates based on qualifications and comply with all federal and state equal employment laws. We encourage applications from individuals with lived immigrant experience, as well as those from other underrepresented and historically marginalized groups. We believe in building an organization that is reflective of the communities that we serve and is diverse in work background, experience, education, race, color, national origin, sex, age, religion, marital status, sexual orientation, gender identity, ancestry, national origin, or sensory, mental, and physical abilities. We believe that having a diverse and equitable organization strengthens our programming and services and advances our organizational values. POSITION DESCRIPTION The Finance and Operations Director provides strategic financial leadership and operational oversight to ensure organizational sustainability, compliance, and efficient day-to-day operations. This role combines budget oversight, financial controls, reporting, operational systems, and facilities and vendor management. This position supervises the Information and Communication Systems Manager and provides oversight support to the Operations and Administrative Associate. RESPONSIBILITIES Financial Management (45%) Manage the organization’s finance functions, including budgeting, forecasting, cash flow, reporting, grant compliance, third party payment processing, bookkeeping, financial controls, audit coordination, accounts payable, and accounts receivable. Partner with the Development Team on grant budgets and financial reporting to funders, restricted gift and pledge tracking, and regular reconciliation of revenue between financial and donor database systems. Ensure compliance with nonprofit accounting standards and grant requirements. Provide expertise and support to the Operations and Administrative Associate on finance-related tasks, and cross train for periodic coverage of bookkeeping and operational tasks. Provide strategic financial analysis to the Executive Director, Leadership Team, and the Board, including monthly financial reports, to support organizational decision-making. Oversee the annual audit in coordination with staff and vendors. Coordinate required federal and state filings. Maintain, strengthen, and continuously improve financial systems, internal controls, policies, and procedures. Lead multi-year financial planning, including reserves and cash management strategy, in partnership with the Executive Director and Finance Committee. Operations (40%) Oversee all operations, facilities management, maintenance, repairs, and capital improvements for the organization's office building in Portland and leased space in Lewiston. Manage insurance, leases, contracts, vendor relationships, information systems, and administrative systems. Coordinate emergency preparedness and building security systems. Recommend and implement operating procedures and systems across the organization, in coordination with the Executive Director, Leadership Team, Admin Team, and impacted staff, to improve efficiency and effectiveness. Ensure the smooth functioning of ILAP’s operations, seeking staff input and feedback when appropriate, to provide a comfortable and productive work environment for ILAP staff and clients. Oversee the strategic management of ILAP’s information systems, including data and systems security, in coordination with ILAP’s Information and Communication Systems Manager and external IT management company. Perform such other tasks and assume such other responsibilities deemed appropriate by the Executive Director. Leadership and Management (15%) Supervise the Information and Communication Systems Manager, who is responsible for management of ILAP’s IT operations, including infrastructure, software, cybersecurity, user support, and coordination with ILAP’s external IT management company. Provide functional direction to the Operations and Administrative Associate regarding assigned finance and operations responsibilities, in coordination with the HR Director, who retains direct supervisory responsibility. Serve on ILAP’s Leadership Team to support organizational strategy. Participate as a staff liaison to the Board Finance Committee and Investment Committee. Coordinate with the HR Director and Executive Director to support the administrative team, management direction, cross-team coordination, and staff wellbeing. QUALIFICATIONS Advanced degree, certification, credential or other formal training in finance, accounting, operations, or nonprofit management. Equivalent education and/or experience will be considered. Preference for 8 years of direct experience in finance, accounting, and operations, including 5 years in a leadership role. Knowledge of nonprofit accounting principles, including fiduciary experience, restricted funds, and financial compliance. Experience with QuickBooks Online and Microsoft Excel. Ability to communicate financial information to a variety of audiences. Strong analytical, organizational, and problem-solving skills. Experience in overseeing facilities management and IT operations is an asset. Preference for experience supervising staff. Ability to work collaboratively and with respect and compassion. Ability to multitask effectively. Commitment to ILAP’s mission and respect for the clients we serve and the employees who deliver our services. Personal and professional commitment to racial justice and equity.