Citizen Action of Wisconsin: Operations Director

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JOB DESCRIPTION

Citizen Action of Wisconsin seeks applicants hungry for the opportunity to support the work of a well-established state wide social justice organizing group that works on big public issues such as guaranteeing quality affordable health care, meeting the climate crisis at the scale required, and dramatically improving racial equality. This position oversees and leads Citizen Action’s administrative, financial, and HR processes. It is best suited for professionals who are qualified to manage the human resources and financial operations of a medium-sized non-profit 501 organization, and are effective at working collaboratively with a multiracial staff and a diverse Board of Directors.

Primary Job Responsibilities:

Financial:

Manage relationships with banks and financial institutions for all organizational accounts

Enter all accounts payable, accounts receivable, and all other financial transactions in a timely fashion using Intuit Quickbooks.

Provide all of the information required to reconcile bank accounts and credit cards accounts to a contracted accounting firm who reconciles all accounts monthly.

Coordinate mail processing, tracking, filing and coordinate all manual bank deposits.

Handle manual check requests, wire request, and any other financial transaction in accordance with organizations financial security policies

Manage billing between nonprofit entities in accordance with the shared expenses agreement.

Manage all vendor contracts and ensure vendors are paid on time and funds transfers are accurately tracked.

Manage the annual budget processes for both of Citizen Action’s nonprofit entities, tracking budget to actual expenses, make financial projections, and providing information for financial reporting to institutional donors and Executive Director.

Coordinate board Financial committees and collaborate with board Treasurers to assure proper financial oversight.

Ensure that necessary financial reports and filings are prepared monthly and respond to information requests from the Executive Director, and Board(s) of Directors on an as-needed basis.

Co-manage grant oversight and tracking system. Support Executive Director with all grant information and budgeting requests.

Work with a contracted accounting firm to ensure IRS 990 returns are filed annually and in a timely fashion.

Coordinate annual audit plans and preparations in collaboration with the Executive Director, contracted auditors, any contracted consultants, and, Finance Committee(s) of the respective Board(s) of Directors.

Maintain nonprofits licenses with the State of Wisconsin

Provide and file with our accounting firm all 1099s for contracted consultants.

Consult with the Executive Director and other Board Treasurers about compliance issues.

Manage all technical financial intersects with merchant services for all membership needs (CRM Platform), organizational events, social media, website, etc.

Manage Affiliate annual fundraising drive, and dues tracking.

Coordinate and support Citizen Action annual fundraising event.

Human Resources

Manage staff payroll through the organization’s payroll service, keeping all salaries, benefit costs sharing, and withholdings up to date.

Manage employee benefits and maintain all necessary contracts with providers.

Lead HR functions for the organization, such as administratively onboarding new staff, creating human resource systems and training as needed, and making sure personnel records are completed, updated as needed, and securely filed.

Manage employee expense reimbursement tracking, verification and payment system, via electronic payment system provided by our banking service.

Maintain accurate, timely, and efficient operations of Citizen Action’s vended time and leave system, currently housed by our payroll vender.

Facilitate accurate tracking of all employee leave time banks, per our union contract, and requests for paid and unpaid leave.

Ensure compliance with applicable federal and state employment laws.

Consult with other management team members on personnel matters, including the administration of corrective action and discipline.

Serve as the primary contact on responding to any HR complaints or concerns, working with the Executive Director and within the parameters set by a staff union contract.

Maintain and refine timekeeping processes to accommodate the relationship between the C3 and C4 entities and improve reporting for grants.

Process staff timesheets and administer payroll on a bi-weekly basis, including qualified employee expense and mileage reimbursements.

Provide on-going information to the Executive Director regarding employee wages and benefits.

Administrative & Facilities Management

Oversee organizational systems and the maintenance of files, both physical and electronic, concerning finance, governance, and HR, to ensure the ready availability and safeguarding of information.

Oversee the operation of Citizen Action’s Milwaukee office, including managing landlord relations, assuring the copier is in working order (with support of vendor), the office is equipped with needed supplies, clean, secure, in good working order, and in compliance with applicable local regulations.

Effectively oversee & manage the organization(s) business infrastructure (Banking; fulfillment services; insurance, payroll, time & leave, etc).

Facilitate maintenance of necessary certifications from state and local agencies.

Support organizing staff with procuring Certificates of Insurance for events when required.

Effectively oversee & manage information technology systems (Google Apps, membership database, website).

Co-manage Board(s) structure and communications, support Executive Director with all Board information, record keeping, tracking and oversight.

Desired Qualifications:

Proven experience as Director of Operations or equivalent experience, preferable in the nonprofit sector.

Team player

Computer, and IT skills

Good time-management skills

Excellent organizational and leadership abilities

Solid interpersonal communications skills through various mediums, including face-to-face, telephone, email, and video conferencing software

Excellent social perceptiveness; correctly interpret others' reactions and the reasons behind those reactions

Knowledge of industry’s legal rules and guidelines

Knowledge of organizational effectiveness and operations management

Experience budgeting and forecasting

Familiarity with business and financial principles

Working knowledge of data analysis and performance/operation metrics

Familiarity with MS Office and various business software (e.g. ERP, CRM)

BSc/BA in business administration or relevant field; MSc/MA will be a plus

Critical thinker and problem-solving skills

Organizational Background: Citizen Action of Wisconsin is an issue focused non-profit membership organization committed to achieving racial, gender, economic, and environmental justice. We bring together thousands of activists and allied groups across Wisconsin to deepen democratic participation that advances a strongly progressive public policy agenda. Citizen Action of Wisconsin is an affiliate and a major leader within People’s Action, a network of 39 independent social justice organizations in 29 states which is playing a growing role in national progressive politics. We are also an affiliate of Power Shift Action, a network of 20 multiracial power building groups focused on economic and racial justice. More information on current Citizen Action of Wisconsin programs can be found at citizenactionwi.org.

Position Details:_ _This is a full-time senior staff position which includes comprehensive gold-plan health care and dental with additional reimbursements for co-pays, 401K with direct employer contribution, life insurance, short and long term disability insurance, mobile phone allowance, computer allowance, travel reimbursements, substantial paid time off, and other benefits. Some weekend and evening hours are required. This is a management position with a starting salary of $70,000. For exceptionally qualified candidates, a higher starting salary is possible. Automatic Cost of Living increases, and seniority bonuses annually. Eligibility for merit raises annually based on demonstrated performance.

The Operations Director reports to the Executive Director. This position is ideally located in Milwaukee where Citizen Action’s office is located.

Application Process: Email cover letter explaining your interest in the position and résumé to Robert Kraig (Executive Director) [email protected]

Citizen Action of Wisconsin and Citizen Action of Wisconsin is an equal opportunity employer, and does not discriminate based on age, gender, gender identity, sex, sexual preference, race, ethnicity, religion, disability, pregnancy, veteran status, or former incarceration status. Women, people of color, formerly incarcerated individuals, individuals from the LGBTQ+ community, and individuals from underrepresented and/or marginalized communities are strongly encouraged to apply.