Operations Coordinator

Employment Status: Regular, Full Time 

FLSA Status: Salary, Exempt 

Location: Montpelier, Vermont 

Compensation: $60,000 – $65,000, based on related experience 

Ideal Start Date Range: Sept. 15 – Oct. 15, 2024 

Position Summary

Reporting to the Senior Manager for People & Culture, working closely with the Finance & Accounting Consultant, and supporting the Executive Director, the Operations Coordinator is responsible for the smooth operation of the organization including support in the following key areas: operational systems, logistics, IT, finance & accounting, and office management

About Our Team

We are a passionate, highly motivated group of lawyers, public policy experts, communications professionals, organizers, and fundraisers, and we are looking for exceptional talent to join our team. We are committed to fostering a strong internal culture of belonging, with an emphasis on inclusive and equitable practices and organizational diversity. The Operations Coordinator will have awareness of, and willingness to engage in, the difficult and transformative work of challenging systems of oppression, institutional and structural racism, and implicit bias in both internal and external operations. To learn more about us, visit our website.  

Position Location

The ACLU of Vermont currently follows a hybrid office policy with program-specific in-office expectations. The Operations Coordinator will be expected to work from ACLU-VT’s Montpelier office more often then not, with the exact hybrid schedule to be set in conversation with their supervisor.  

Key Responsibilities

Operations & IT  

• Coordinate incoming general inquiries (phone, mail, and e-mail), including legal inquiries and complaints arriving outside of online intake.
• Oversee and manage all office technology, equipment, & data security practices; provide IT support and troubleshooting to staff, submit and monitor service requests to IT consultant as needed, and liaise with national ACLU as necessary on IT & security matters.
• Maintain & advance organizational systems and digital tools, including staff training if needed.
• Maintain & update ACLU-VT’s entity registration and required reporting to the state of Vermont including biennial reports, lobbyist reporting, etc.
• Prepare and submit business insurance policy renewals.
• Working with the budget and finance consultant, prepare and submit organizational taxes not done via Paychex, to include 1099s, FUTA, 941s.
• Maintain file management systems, archival records, office & operational policies, and security guidelines.
• Maintain contracts related to the organization’s operation.
• Prepare reports for national ACLU as needed.

Finance & Accounting

• Manage accounts payable & cash flow including bill payments, organizational credit cards, expense reimbursements, and the proper accounting of C3 vs. C4 expenses.
• Monitor, manage, and record all online account activity, including auto-payments and online gifts, and make inter-account transfers as needed.
• Review & reconcile bank statements and facilitate regular reviews by board treasurer.
• Administer payroll & payroll taxes using Paychex Flex and make 401(k) deposits via Principal.
• Serve as primary contact for auditors and generate or retrieve requested information for production of annual financial statements and 990s for both ACLU-VT and ACLUF-VT.
• Serve as primary contact for financial institutions.
• Receive, account for, and deposit cash or checks; liaise with development program for incoming gifts.

Office Management & Administration

• Develop & maintain office procedures, policies, systems, and processes that contribute to a well-functioning, clean, and safe office environment, and assist staff in adherence when needed.
• Provide administrative support to the Executive Director and Board of Directors.
• Maintain supply inventory, ordering supplies as needed and handling staff requests.
• Collect and distribute mail to appropriate programs.
• Serve as the primary point of contact for the building manager, cleaning company, and any additional office vendors.

Qualifications

• Commitment to ACLU-VT’s mission & values
• 4+ years of experience in non-profit operations work preferred
• Accounts payable, accounts receivable, and bank reconciliation experience preferred
• Proactive, detail-oriented, and systems-minded
• Data entry skills with a high degree of accuracy
• Technologically savvy with an ability to become familiar with org-specific software
• Working knowledge of Microsoft Office & Microsoft 365 products
• QuickBooks experience is a plus

Compensation & Benefits

We are committed to creating and maintaining a diverse workforce through various equity initiatives, which include equitable pay practices. Competitive compensation is commensurate with experience.  The salary range for this position is $60,000-$65,000. 

We understand how vital our work is and at the same time understand the toll engaged activism can take.  Our goal is to retain staff and we believe that having a robust benefits offering is vital in meeting that goal. Our benefits include robust employer contributions to medical and dental insurance for staff members, their dependents and spouse or domestic partner; life insurance and disability; 401k plan with employer match; generous vacation and sick leave, in addition to paid holidays; and paid sabbatical. A full benefit summary will be provided during the hiring process. 

How to Apply

•    Email a cover letter and resume to search@acluvt.org

•    Include in the subject line of the email: your last name and Operations Coordinator

We will begin reviewing applications on May 15 and they will continue to be accepted on a rolling basis until the position is filled, at which time the job announcement will be removed from our website. 

Commitment to Equity, Diversity, and Inclusion in Hiring 

ACLU-VT is an equal opportunity employer. We value a diverse workforce and an inclusive office culture. We believe that having a board, staff, and volunteer base with diverse personal and professional backgrounds enhances our ability to meet our mission and creates an environment where all members of our community can thrive. ACLU-VT strongly encourages applications from all identities. No applicant will be discriminated against because of race, color, religion, sex, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, marital status, citizenship, disability, veteran status, or prior involvement in the criminal justice system.  

About ACLU of Vermont 

The ACLU of Vermont integrates litigation, policy advocacy, organizing, public education, and strategic communications to defend and advance civil liberties for all people across a broad range of constitutionally protected rights and freedoms. Founded in 1967 and based in Montpelier, the ACLU of Vermont is the statewide affiliate of the national ACLU, a nationwide organization with a presence in all 50 states, Puerto Rico, and Washington, DC. The ACLU fights tirelessly for the principle that every individual’s rights must be protected equally under the law, regardless of race, religion, gender, sexual orientation, gender identity or expression, age, disability, or national origin.