Operations Specialist

Job Title: Operations Specialist

Reports to: Operations Director

FLSA Status: Non-Exempt

Duration: Full-Time Position

The American Civil Liberties Union of Arkansas is an advocacy organization dedicated to defending and advancing civil liberties and civil rights through work in the courts, in the legislature, and in communities. We fight for free speech, racial justice, criminal justice reform, religious liberty, reproductive rights, LGBT rights, immigrants' rights, and more. We are organized as a nonpartisan, nonprofit membership organization with members and supporters in Arkansas. The ACLU of Arkansas is an affiliate of the ACLU, our nation’s guardian of liberty for 100 years.

CRITERIA-BASED JOB DESCRIPTION

POSITION OVERVIEW

The ACLU of Arkansas is seeking a talented and experienced Operations Specialist who will work across the affiliate to ensure all teams have unparalleled support to perform their objectives; support the ACLU of Arkansas team, the Executive Director, and Board of Directors; maintain a clean, organized, and supplied office for everyone; and manage the personnel aspect of the office, reporting to the Operations Director. These functions will be performed to support the affiliate’s goal of protecting the liberties that define our democracy. This is an in-person position based in Little Rock but requires periodic travel.

JOB RESPONSIBILITIES

Operations

• Assist the Executive Director in facilitating the team working together to achieve the ACLU AR’s organizational and programming goals.
• Provide support and backup for Operations Director.
• Assist with developing, updating, maintaining, and implementing internal processes guides.
• Create, send, monitor, and maintain internal and external surveys and results, sharing information with appropriate team members.
• Draft or assist with creation of internal and external reports about programming activities with and for all departments.
• Maintain updates and implementation of interns and volunteers guide.

Communications

• Provide backup to Communications Director for sending press releases and managing internal communications and coordination concerning press calls as needed.
• Assist with ensuring new information is posted to affiliate webpages or channels as required for communications work.
• Assist communications director with creation and maintenance of communications assets bank including graphics, photographs, and video.
• Assist all departments with maintenance of central forms and public education materials banks.

Legal

• Review and process intake. Maintain intake system, review complaints, follow up with complainants when necessary, determine whether intake should be elevated to the attention of an attorney, and assure complainants receive timely responses. Maintain materials to be sent to complainants, referrals list, and intake processing guide. Assist by orienting clerks and others to the intake process when necessary.
• Maintain records and case files for the legal department, including case-related documents.
• Assist with documents and communications related to the cooperating attorney program.
• Provide litigation support as needed, including preparation of briefs and documents needed for courtroom presentations.
• Maintain files of all law clerks assisting affiliate by saving resumes, cover letters, reviews, and other key information. Keep list of all clerks who have served the affiliate.

Policy

• Maintain list of partners. Assist with communications to partners as instructed and track responses and requests from partners.
• Assist with communications as needed to partners and public officials by sending communications, fielding replies, and appropriately flagging responses for policy team.
• Assist team with procuring, maintaining and utilizing supporter engagement tools.
• Assist team before, during, and after Legislative Session as needed. Sort bills, assist in managing Legistracker, update appropriate spreadsheets, and maintain communications between Legal, Communications, and Policy.

Events & Materials

• Oversee and assist with planning, implementation, and execution of events including calendaring events, ensuring staffing and materials, developing and meeting timelines and deadlines.
• Initiate communications with and solicit sponsorships for events from law firms, organizations, and individuals.
• Maintain Know Your Rights inventory and other materials, manage, fulfill, and track requests for materials from partners and the public.

General

• Maintain and protect sensitive and confidential member and supporter information while ensuring appropriate cooperation and communication with necessary internal team members and external parties.
• Assist moving multiple affiliate projects to completion, and cross manage peers, supervisors and partners across project deadlines and initiatives in a busy environment.
• Ability to work flexible hours when necessary to meet specific project goals.
• Assist Operations Director with meeting coordination as needed (this position could take coordination of legal committee meetings and legislative session team coordination), upkeep of premises and general office projects.
• Auditing and improving workflows and operational processes for efficiency.
• Research and maintain software and technology to advance the goals of the affiliate.
• Write summaries and reports concerning positional activities.
• Other projects and organizational building activities as assigned by supervisor.
• Foster a trusting, productive and positive work environment that encourages teamwork and collaboration conducive to promoting our organizational commitment to diversity, equity, belonging, and inclusion in all interactions with donors, supporters, and staff members.

MINIMUM QUALIFICATIONS

• High School diploma or GED required. Bachelor's degree preferred. Will substitute years of experience for degree.
• Excellent computer skills, including Microsoft Windows, Word, Outlook, and Excel.
• Spanish language skills strongly preferred.
• Experience in online databases preferred but not required.
• Handle requests and matters expeditiously, proactively, and follow-through on tasks to successfully complete deadlines.
• Willingness and ability to work flexible hours when necessary to meet specific project goals and travel as necessary for work errands, as well as occasionally through Arkansas and other states for conferences, training, or other work.
• Detail-oriented and organized, with initiative and problem-solving skills; willing to lead as well as facilitate work together to achieve the ACLU of Arkansas’s internal and external organizational goals.

PHYSICAL AND MENTAL EFFORT

Physical effort normal, mental effort high, and must be able to multi-task on various levels. Prolonged visual requirements to prepare reports and PC workstation monitors.

ENVIRONMENTAL AND WORKING CONDITIONS

Standard office environment with primarily sedentary work. Must be able to sit for extended periods and occasionally lift, push or pull more than 10 pounds. Occasional travel may be required.

COVID-19 VACCINATION POLICY

ACLU Arkansas is committed to protecting the health and well-being of our employees, their families, and members of our community against COVID-19. Our goal is to safeguard staff to the greatest extent possible as we continue to execute the ACLU of Arkansas’s mission. As such, we are requiring that all staff members be vaccinated against the COVID-19virus, unless an employee requests and is approved for a reasonable accommodation.

COMMITMENT TO DIVERSITY, EQUITY,AND INCLUSION

The ACLU of Arkansas is an equal opportunity employer. We value a diverse workforce and an inclusive and equitable office culture of belonging. We strongly encourage applications from all qualified people without regard to race, color, gender, gender identity or expression, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or prior involvement in the criminal legal system.

COMPENSATION AND BENEFITS

The salary range for this position is $50,000 - $55,000 and is based on experience. Excellent benefits include generous paid vacation, sick leave, family leave, and holidays; life, health, and dental insurance with premiums paid 100% by the employer, including family coverage; and a defined 401(k) contribution plan with an employer match. This position is full-time, salaried, and exempt under the Fair Labor Standards Act.

TO APPLY

Please submit your résumé or CV, and a cover letter describing why you would be a great fit for this job and how you meet the qualifications above to: Jobs@acluarkansas.org with the subject line: Application: Operations Specialist

Applications will be reviewed on a rolling basis, and early submissions are encouraged. Priority consideration will be given to applications received by August 31st and accepted until the position is filled.