Operations Specialist

Reports to: Operations Manager

To apply, please send a cover letter and resume to jobs@jcainc.com. Applications without cover letters will not be considered. No phone calls or messages please. Applications are due by 11:59 p.m. PST on August 31, 2025.

Summary

As the Operations Specialist, you contribute to the financial and administrative work of our consulting business. In this cross-functional role, you optimize internal systems, streamline financial and CRM operations, and ensure our teams and clients receive top-tier support. You collaborate closely with colleagues across departments and bring your attention to detail and drive for efficiency to every task, making a real impact in how we serve our mission-driven clients.

Responsibilities

CRM Management and Reporting

• Optimize CRM functionality to support accurate billing, client records, and operational efficiency, acting as an internal CRM resource and trainer.
• Track and improve internal process documentation, ensuring that all operational workflows are clearly mapped and regularly updated.
• Establish and maintain contracts in CRM software.
• Collaborate with Growth & Development, Professional Services, and Product departments to provide metrics, reports, and operational insights that guide decision-making.
• Assist teams with additional software and business system management needs through research and discovery, analysis, and demos.
• Manage additional new software and business management systems.

Payroll Processing

• Collaborate with JCA’s HR PEO to successfully process payroll.
• Generate reports and notices, including but not limited to payroll and staff commission reports.
• Process employee reimbursements.

Recruitment

• Assist hiring managers in developing job descriptions and posting on appropriate job boards.
• Execute operational duties for recruiting, screening, and hiring.
• Oversee onboarding of new staff, as well as staff termination and offboarding.

Accounts Receivable

• Oversee the full accounts receivable process by generating and issuing invoices, tracking payment status, and following up on outstanding receivables.
• Serve as the first point of contact for all client billing and account questions, ensuring professional and prompt communication.
• Generate invoices and respond to client billing inquiries.
• Complete financial reconciliations with partners according to our partnership agreements.
• Reconcile company-wide credit card accounts monthly.
• Execute collections process to ensure prompt payment for receivables.

Inventory and Materials Management

• Manage inventory of swag, print materials, apparel, and other goods.
• Work with Marketing and Communications Coordinator to create packing lists and develop packing/shipping plans to ensure that items are available as needed for conferences and events.
• Research and order office and marketing supplies as necessary

Skills

You are successful as the Operations Specialist because you:

• work independently with minimal direction;
• multi-task in a fast-paced environment;
• are an excellent communicator, both written and verbal;
• are exceptionally organized;
• work collaboratively in a team;
• appropriately handle confidential information; and
• are a proactive, results-oriented, creative problem solver.

Qualifications

You are qualified for the position because you:

• have a minimum of two years’ experience in operations, human resources, or finance.

You have an advantage in the position if you:

• have a minimum of one year accounting experience;
• have advanced knowledge of QuickBooks and MS Excel; and/or
• have experience with Autotask.

Requirements

You may be required to:

• work from our Chicago office space a minimum of three days per week;
• work 40 hours per week, as this is a full-time position;
• remain in a stationary position for the majority of an eight-hour workday;
• maintain standard North American business hours with some flexibility;
• make weekly trips to the post office and bank; and/or
• move boxes weighing up to 30 pounds for various needs.

You are required to:

• adhere to the company’s policies and procedures; and
• embrace our core values.

Benefits

• Salary range of $51,500 to $66,950, commensurate with experience and performance
• Paid holidays, vacation, personal, sick, and volunteer time
• 401(k) retirement plan
• Employee Stock Ownership Plan (ESOP)
• Health, dental, and vision insurance
• Life insurance and long-term disability insurance
• Paid parental leave
• Employee Assistance Program
• Flexible Spending Account (FSA)
• Dependent Care Account (DCA)

About JCA

JCA is the first and foremost independent consulting firm dedicated to addressing the technology and operational needs of nonprofits. We collaborate with nonprofits and partners to promote a positive global impact. Since 1988, we’ve helped thousands of nonprofits in North America and around the world leverage their CRM technology, processes, and data, to help make the world better.

We contribute to our clients’ success each day by embracing these core values:

• Curiosity – We engage, ask questions, and seek out learning to spark growth and progress.
• Collaboration – We work as one team—with each other and with our clients—to create lasting success.
• Ingenuity – We think deeply, connect the dots, and craft smart, practical solutions that matter.
• Candor – We speak the truth with clarity and respect, creating space for trust and openness.
• Passion – We bring energy, commitment, and high standards to everything we do.

JCA is a distributed company with offices in New York City and Chicago. The majority of our team works from home offices located across the United States and Canada. We collaborate with, and contribute to the success of, multiple internal teams, all to better serve our clients.

Equal Employment Opportunity

JCA provides equal employment opportunities in all employment-related matters, including hiring, training, promotion, compensation, benefits, transfers and other personnel actions. JCA prohibits discrimination and harassment of any type based on the following protected characteristics: race, creed, citizenship, religion, color, sex, gender identity, gender expression, national origin, age, disability, marital status, domestic partner status, veteran or military status, sexual orientation, medical condition, ancestry, pregnancy, childbirth, or related medical conditions, AIDS/HIV status, uniformed services status, genetic information, height, weight or any other characteristic protected by federal, state or local law.

JCA supports and encourages open communication to address each employee’s concerns and expectations. We strive to create a safe and healthy work environment where all employees can be their whole selves and recognize the need for constructive and timely feedback. JCA provides reasonable accommodation for religious beliefs or practices and persons with disabilities.