AICS Director of Operations

Position Summary AICS is seeking a seasoned, highly organized Business Manager to support the effective day-to-day business and administrative operations of the organization. This role requires strong financial-administration skills, including accounts payable and accounts receivable, experience supporting government contracts and contract compliance, disciplined electronic records management using cloud-based tools such as SharePoint, and the ability to coordinate multiple projects, deadlines, schedules, certifications, and organizational requirements at once. The successful candidate is detail-oriented, proactive, discreet, and comfortable working independently while keeping leadership informed of risks, deadlines, and progress. Key Responsibilities Financial Administration: Accounts Payable and Receivable - Process and track accounts payable and accounts receivable, including invoices, payment requests, customer billings, receipts, supporting documentation, and follow-up on outstanding items. - Maintain accurate, organized financial records and transaction files; verify documentation and approvals before processing; and help ensure transactions are coded, recorded, and routed according to established procedures. - Monitor due dates, payment status, receivables, and documentation gaps; resolve routine discrepancies and elevate issues promptly. - Coordinate with leadership, accounting staff, vendors, clients, and other partners to support timely and accurate financial administration. - Prepare routine status reports, trackers, reconciliations, and supporting schedules as assigned; assist with budget tracking and project-cost documentation. Government Contracting and Compliance - Support the administration of government contracts, grants, subcontracts, purchase orders, and other agreements, including maintaining contract files, deliverables, reporting dates, amendments, and closeout documentation. - Track contract requirements, compliance obligations, submission deadlines, insurance documents, and required approvals; proactively alert leadership to upcoming deadlines, missing items, or potential compliance concerns. - Assist with proposal and procurement processes, including opportunity tracking, assembling required forms and attachments, maintaining capability statements, and coordinating submissions. - Maintain complete, audit-ready records and support internal reviews, external audits, monitoring visits, and requests for contract or financial documentation. - Follow applicable contract terms, organizational policies, confidentiality requirements, and established procedures; seek guidance when requirements are unclear. Records Management, SharePoint, and Document Control - Maintain a well-organized cloud-based filing system, including SharePoint and related Microsoft 365 tools, with consistent folder structures, file naming conventions, version control, permissions, and retention practices. - Create, update, and maintain electronic files for contracts, vendors, customers, invoices, projects, certifications, licenses, policies, and organizational records. - Ensure documents are saved in the correct location, are accessible to authorized staff, and can be retrieved promptly for operational needs, reporting, or audits. - Help establish and improve procedures, templates, trackers, and workflows that support accurate documentation, consistency, and efficient information sharing. - Handle confidential, financial, personnel, client, and contract information with appropriate discretion and care. Project, Schedule, and Operations Support and Coordination - Coordinate multiple projects, workstreams, deadlines, and priorities simultaneously, maintaining clear work plans, calendars, action logs, and status trackers. - Track milestones, deliverables, meetings, approvals, and follow-up items; communicate changes and risks early and ensure assigned actions are completed. - Coordinate meetings, travel, events, training sessions, and other operational activities as needed, including logistics, materials, schedules, and follow-up. - Support the Director of Operations with day-to-day business operations, internal coordination, process improvement, and special projects. - Prepare professional correspondence, reports, meeting materials, presentations, spreadsheets, and other business documents. Organizational Certifications, Licenses, and General Administration - Maintain a centralized tracking system for organizational certifications, registrations, licenses, insurance certificates, renewals, and other required credentials. - Monitor expiration dates and renewal requirements, gather supporting materials, submit or coordinate renewals, and retain confirmation documents. - Maintain current vendor, customer, partner, and organizational records; update databases and business systems as needed. - Assist with business development and procurement administration, including tracking opportunities, maintaining organizational information, and coordinating proposal materials. - Perform other related duties as assigned. Required Qualifications - At least five years of progressively responsible experience in business administration, office or operations management, accounting support, contract administration, or a related role; equivalent combinations of education and relevant experience may be considered. - Demonstrated hands-on experience with accounts payable and accounts receivable, invoice processing, financial documentation, and tracking outstanding payments or receivables. - Experience supporting government contracts, procurement, subcontract administration, grant administration, or contract compliance, including deadline and deliverable tracking. - Strong experience organizing electronic records in SharePoint or a comparable cloud-based document management platform. - Demonstrated ability to manage multiple projects, schedules, deadlines, and competing priorities with accuracy and minimal supervision. - Strong proficiency with Microsoft 365 applications, particularly Excel, Outlook, Word, Teams, and SharePoint; ability to maintain accurate spreadsheets, trackers, and electronic files. - Excellent organization, attention to detail, follow-through, written and verbal communication, problem-solving, and professional judgment. - Ability to handle confidential information appropriately and work effectively with leadership, staff, vendors, clients, and external partners. Preferred Qualifications - Associate or bachelor’s degree in business administration, accounting, finance, public administration, or a related field. - Experience with federal, state, tribal, or other public-sector contracting requirements and electronic procurement systems. - Experience with accounting software, expense management systems, contract management platforms, or electronic records management systems. - Experience maintaining corporate registrations, business licenses, insurance documentation, vendor registrations, or other organizational credentials. - Experience working with Native American organizations, Tribal programs, Native-owned businesses, or organizations serving American Indian communities. Knowledge, Skills, and Abilities - Highly organized and dependable, with a strong sense of ownership and the ability to anticipate needs rather than wait for reminders. - Accurate and methodical when handling financial records, contract requirements, compliance documentation, and deadlines. - Able to prioritize changing demands, maintain reliable tracking systems, and communicate status clearly. - Comfortable improving administrative processes, documenting procedures, and building repeatable systems. - Professional, collaborative, service-oriented, and able to work independently while recognizing when to escalate an issue. Additional Requirements Must meet applicable AICS background-check and organizational training requirements; comply with AICS policies and confidentiality standards; and maintain any required licenses, registrations, or certifications applicable to assigned duties. A valid Montana driver’s license may be required if local travel is part of the position. Work Environment This position is primarily office-based and requires regular computer use, sustained attention to detail, and the ability to meet deadlines. Work hours, travel expectations, location, and any physical requirements should be confirmed by AICS before publication.