Operations Manager

Job Type

Full Time

Salary

Details: Salary commensurate with experience

Published

11/05/2018

Address

New York
NY
United States

Description

Job Description

 

Title: Operations Manager

Status: Full-time, salaried (non-exempt)

Reports To: Executive Director

 

About Us: Founded in 2003, the Transgender Legal Defense & Educational Fund (TLDEF) is committed to ending discrimination based on gender identity and expression and to achieving equality for transgender people through public education, test-case litigation, direct legal services, and public policy efforts. Along with its signature Name Change Project, which provides free legal name change services to community members through partnerships with some of nation's premier law firms, TLDEF's legal programs bring test-case litigation with wide impact in all areas of transgender equality.

 

Position Overview: The Operations Manager is a dynamic role that requires expertise in managing TLDEF’s various business processes and operations. The Operations Manager is responsible for day-to-day management of the fiscal office and business operations, as well as processing accounts payable, deposits, bank statements, payroll, and procurement process. The position also provides administrative support with the new hire process, employee transition process, benefits administration and maintenance of employee records. Finally, the Operations Manager is responsible for the daily operation of the office, including staff IT, visitor registration, ordering supplies, and other duties as assigned.

 

Primary Responsibilities:

 

Finance

  • Oversee daily operations of fiscal tasks, which include processing accounts payable, accounts receivable, cash receipts, ACH/EFT facilitation, bi-weekly contributions and compliance matters for employer sponsored retirement plan, preparing account analysis, documenting monthly bank and credit card statements, and general ledger transactions;
  • Process payroll and maintain payroll records for employees;
  • Reconcile semi-annual physical inventory with the general ledger and make adjustments as needed. Validates and/or reconciles items charged to the fixed asset account;
  • Manage organization's purchasing activity across departments to ensure that procurement policies and procedures are implemented;
  • Ensure staff is compliant with rules and regulations set forth by funders, organization's accounting policies and procedures by conducting periodic desk audits; provides staff training and/or coaching as needed;
  • Prepare bank deposits and credit card statements;
  • Maintain financial, HR, and corporate files;
  • Maintain and update business office records and vendor files in accordance with retention guidelines;


Administration & Information Technology

·      Create office administration manual and update as necessary;

  • Continuously assess office needs while developing systems to streamline operations, build efficiencies, and troubleshoot issues;
  • Manage procurement and purchasing including supplies, furniture, technology, and equipment;
  • Maintain inventory and work with external accountants to manage fixed assets tracking;
  • Assist with risk management, establishing emergency protocols and plans to ensure the physical safety of all staff, volunteers, and visitors;
  • Serve as the primary point of contact for insurance, financial institutions, and other related relationships
  • Maintain and order office supplies;
  • Design and maintain physical and/or digital filing systems for the organization;
  • Prepare materials for distribution. (i.e. copying, filing, mailing, e-mailing);
  • Manage facility issues and serve as the liaison to the landlord and building staff;


Human Resources

  • Support executive director with the recruitment, hiring, and onboarding of staff;
  • Support executive director during staff exit process;
  • Maintain employee records for paid time off (vacation and sick leave)
  • Maintain confidential personnel files;
  • Assist executive director with creating and managing hiring process;
  • Assist executive director with annual review and renewal of employee benefits;
  • Assist executive director with annual review and updates to employee manual;


Board Relations

·      Maintain board records, including meeting calendars, board biographies, and other related documents;

·      Assist executive director with preparation of board materials;

·      Assist with board meeting logistics (as needed);


Other Duties:

·      As available, represent TLDEF in the community at conferences or coalition meetings;

·      Other duties as assigned by the Executive Director

 

Required Skills and Experiences

  • Bachelors' degree in Accounting, Finance, or Business Administration or equivalent work experience.
  • Minimum of five years overall professional office management or bookkeeping experience and working knowledge of generally accepted accounting principles (GAAP);
  • A minimum of three years' experience in an administrative position, preferably in a not-for-profit setting;
  • Technologically savvy with experience working in varying software programs and online platforms, including the ability to deal with new software installations, software integration and the sharing of data between programs and departments;
  • Advanced proficiency in Microsoft Excel, Word, and PowerPoint;
  • Excellent communication and facilitation skills;
  • Ability to effectively manage change and growth;
  • Excellent ability to establish priorities, coordinate work activities, multi-task and meet deadlines in a fast-paced dynamic work environment with accuracy and attention to detail;
  • Resourceful and able to find creative solutions, thinking beyond current systems and approaches toward continual improvement;
  • Operational flexibility is required to meet sudden and unpredictable needs;
  • Ability to consistently make good decisions through a combination of analysis, wisdom, experience, and judgment;
  • The ability to communicate complex financial information in an accessible manner to non-financial staff;
  • Ability to manage sensitive and confidential information;
  • Ability to work effectively both as part of a team and independently with minimal supervision;
  • Ability to be covered by a fidelity bond;
  • A strong understanding of transgender and LGBTQI issues required;
  • A familiarity of working with and supporting staff, clients, and visitors from marginalized communities;
  • A strong commitment to racial, gender, and economic justice.

 

Compensation

Salary commensurate with experience. TLDEF offers a benefits package that includes trans-inclusive medical, vision and dental insurance, three weeks of paid vacation, paid holidays, paid sick days, and employer contributions to retirement.

 

To Apply

Submit a cover letter and resume to careers@transgenderlegal.org with the subject line “Operations Manager.” Applications submitted without a cover letter or resume will not be considered.

 

People of color; lesbian, gay, bisexual, trans, gender nonconforming, and intersex people; women; and differently abled people are strongly encouraged to apply.

Benefits

Salary commensurate with experience. TLDEF offers a benefits package that includes trans-inclusive medical, vision and dental insurance, three weeks of paid vacation, paid holidays, paid sick days, and employer contributions to retirement.

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

careers@transgenderlegal.org
http://www.transgenderlegal.org

Submit a cover letter and resume to careers@transgenderlegal.org with the subject line “Operations Manager.” Applications submitted without a cover letter or resume will not be considered.


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