Operations & Compliance Associate

Position Description

The Operations & Compliance Associate (or Senior Associate, depending on experience) plays a central role in strengthening the systems, processes, and infrastructure that allow We Build Progress (501(c)(3)) and Progressive Caucus Action Fund (501(c)(4)) to operate effectively and responsibly.

Reporting to the Chief Operating and Governance Officer, this role supports the organization’s financial management, human resources, operational systems, governance practices, and compliance obligations across both entities. The position ensures strong day-to-day operations, sound financial administration, and consistent adherence to nonprofit compliance and governance standards.

This role may be filled at the Associate or Senior Associate level based on the selected candidate’s experience, scope of responsibilities, and organizational needs. The ideal candidate brings strong finance and HR/payroll experience, excellent organizational and communication skills, and the ability to strengthen systems in a growing, fast-paced environment. Candidates hired at the Senior Associate level will bring deeper experience and may take on greater ownership of systems, processes, and cross-organizational projects.

This role is highly collaborative and works across teams to ensure staff, leadership, and partners are supported by reliable, transparent, and well-managed operational systems. The Operations & Compliance Associate demonstrates strong judgment, attention to detail, and a commitment to continuous improvement to help the organization sustainably scale its impact.

Primary Responsibilities

In close collaboration with senior leadership and staff across the organization, responsibilities include, but are not limited to:

• Finance and Operations (40%)
  • Support day-to-day financial administration, including accounts payable, vendor management, expense reimbursements, and weekly check runs (including retrieving physical checks from the office and making deposits at a nearby bank branch).
  • Maintain the finance and operations calendar (including payroll, reimbursements, filings, and audit deadlines) and ensure timely coordination with the COGO and external accountant.
  • Assist with month-end and year-end close activities, reconciliations, and audit preparation, maintaining organized records and coding accuracy.
  • Manage vendor relationships and ensure contracts, renewals, and payment documentation are complete and current.
  • Help uphold strong internal controls and contribute to process improvements that strengthen financial integrity.
  • Partner with the COGO to implement new operational tools and workflows that improve efficiency and data accuracy.
  • Support general office and administrative systems, including supplies, mail, and equipment, ensuring a functional and well-maintained work environment.
• HR/Payroll (20%)
  • Manage onboarding and offboarding logistics for staff and contractors, ensuring consistent documentation and coordination with payroll/benefits vendors.
  • Administer recurring HR and payroll processes (timekeeping, benefits changes, payroll reporting), escalating exceptions or issues to the COGO.
  • Maintain employee records and assist in updating the employee handbook and operational policies.
  • Support recruitment processes, including posting roles, coordinating interviews, and preparing offer and onboarding packets.
  • Assist the COGO in annual HR cycle activities, including policy refreshes, salary benchmarking, and performance review coordination.
• Compliance (20%)
  • Track and maintain internal compliance systems for C3/C4 separation, political/non-political timekeeping, cost allocation, and documentation.
  • Coordinate with the COGO, counsel, and Development team to ensure charitable registrations, filings, and certifications are accurate and timely.
  • Contribute to documenting and improving compliance procedures and learn to apply relevant standards over time.
  • Support staff education and reminders around compliance and reporting deadlines.
  • Assist in implementing and testing new compliance tools or procedures under the COGO’s direction.
• Governance (10%)
  • Manage logistics for board and committee meetings, including scheduling, preparing agendas, sending meeting notices, and coordinating follow-up.
  • Prepare and format governance materials, such as meeting notices and standard resolutions.
  • Maintain governance records (board terms, rosters, bylaws, and minutes) in alignment with retention policies and digital security standards.
  • Support preparation of board packets and portal uploads, working closely with the COGO to ensure accuracy, timing, and version control.
  • Help coordinate cross-entity board processes during joint meetings and maintain consistency across both C3 and C4 entities.
• Executive and Cross-Team Support (10%)
  • Provide administrative support to the COGO and the Executive Team, including scheduling, meeting preparation, light research, and correspondence.
  • Support organization-wide events and initiatives requiring operational coordination (e.g., all-staff meetings, major convenings).
  • Maintain confidentiality and discretion in handling sensitive HR, finance, and governance information.
  • Perform other duties as assigned; the omission of specific tasks does not preclude the COGO from assigning duties logically related to this position.

Qualifications

• 6–8 years in operations, finance, HR/payroll, compliance, or related administrative roles, preferably in nonprofit or mission-driven settings.
• Working knowledge of GAAP and familiarity with nonprofit accounting, audit processes, and internal controls.
• Proficiency in Microsoft Office Suite and Google Workspace, with advanced skills in Excel or Google Sheets for financial analysis; comfort with HRIS, accounting, or project management platforms.
• Strong understanding of financial principles, HR practices, and compliance frameworks that support organizational efficiency and integrity.
• Excellent organizational and communication abilities, both written and verbal, with the capacity to interact effectively at all levels of the organization.
• Detail-oriented with a high level of accuracy, sound judgment, and a proactive approach to solving problems independently and collaboratively.
• Commitment to equity, anti-racism, and progressive policy goals; demonstrated flexibility and openness in responding to changing work priorities.

Key Relationships

This position reports to the Chief Operating and Governance Officer and provides administrative support to the Executive Team.

Salary and Benefits

This position is part of the NPEU-represented bargaining unit. The salary range for this role is $77,514–$84,647, with final salary placement determined by the Collective Bargaining Agreement and years of relevant professional experience.

We are hiring for this role at either the Associate or Senior Associate level, depending on the selected candidate’s experience, scope of responsibility, and organizational needs.

We offer excellent benefits, including 20 annual paid vacation days, 10 sick days, one (1) personal day per month, and additional paid holiday leave between December 24 and January 1; a 5 percent 401(k) match; 100 percent employer-covered health, dental, and vision insurance for the employee; generous paid parental leave; and other benefits consistent with the Employee Handbook and Collective Bargaining Agreement. This position is within an NPEU-represented bargaining unit, where specific terms and conditions of employment are governed by the Collective Bargaining Agreement.

FLSA Classification: Non-exempt

Location

The position is located in Washington, DC. Only candidates who live in/around Washington, DC, or are willing to relocate there will be considered. The role requires brief weekly on-site tasks, such as retrieving mail and depositing checks at a nearby bank branch.

Commitment to Diversity

We Build Progress is committed to making diversity, equity, inclusion, accessibility, and justice a daily practice in how we work and lead. Rooted in justice as action, we strive to build an equitable, transparent, and accountable organization where all staff have opportunities to grow and contribute meaningfully. We are an equal opportunity, fair-chance employer and welcome applicants from all backgrounds, identities, and lived experiences.

We offer excellent benefits, including 20 annual paid vacation days, 10 sick days, one (1) personal day per month, and additional paid holiday leave between December 24 and January 1; a 5 percent 401(k) match; 100 percent employer-covered health, dental, and vision insurance for the employee; generous paid parental leave; and other benefits consistent with the Employee Handbook and Collective Bargaining Agreement. This position is within an NPEU-represented bargaining unit, where specific terms and conditions of employment are governed by the Collective Bargaining Agreement.