Job details
Salary $45,000 - $55,000 a year job type full-time
Full job description
Description:
Pennsylvania voice’s operations associate will be an integral member of the team to ensure the organization is healthy and functions wellThe operations associate will be part of the infrastructure team and report to the finance & operations manager regarding operations, human relations (hr), information systems (it), finance, and office management work and tasksThey will also work with program team members on logistics and systems that support the entire pennsylvania voice team in doing our critical workWe are looking for someone who is passionate about systems and making organizations work well!
About pennsylvania voice
Established in 2010, pennsylvania voice is the 501c (3) table of over 44 states and local based organizations working year round to create a more accessible, inclusive, and representative democracy by amplifying the voices, leadership, and expertise of communities that have historically experienced deliberate barriers to civic participationOur partnership is grounded in the belief that a fair and just society will be achieved through collective power; democracy requires full participation and equitable representation; and the pathway to power in the commonwealth of pennsylvania values black, indigenous, latinx, and aapi communitiesTogether, we win shared policy and civic engagement victories to build long-term power.
A team of experienced organizers/strategists staff pennsylvania voice, we coordinate, support, convene, and co-create with a diverse community of state and municipal leaders representing distinct organizations around three program areas:
Civic engagement: creating year-round integrated voter engagement campaigns to increase voting, voter registration, and participation in civic life among all pennsylvanians and specifically black, indigenous and communities of color
Voting rights and access: modernizing elections to make voting more convenient and fully accessible to all
Reflective democracy: investment in community leadership and governance that is accountable to community interest and needs
An explicit commitment to racial equity frames our partnership, our programs, and our culture.
Principal responsibilities for the pennsylvania voice operations associate:
Supporting the infrastructure department with operations which includes human resources (hr) administration, information technology (it) systems, finance administration, and office management for the organizationCurrently have 10 full time permanent staff working remotely; additionally have 3-5 seasonal full time temporary staff to work on election and other programs as neededSupporting processes & identifying opportunities for improvements & enhancements both for greater efficiency and growth as well alignment with organization programs and direction in any of the areas listed below.
Operations
Human resources (hr) administration
Assisting with hr administration for all benefits, policies and procedures, personnel files
Work with staff members to ensure all individual data maintained and kept current
Assisting with recruitment and hiring processes for all staff positions
Assisting with onboarding and offboarding processes for all staff positions
Information technology (it) systems
Continually developing and maintaining secure and safety protocols related to it systems.
Assisting with managing digital systems for file management (cloud-based systems such as dropbox, google nonprofit workspace/suite, adobesign/docusign) training can be provided by pennsylvania voice on specific systems, as needed.
Supporting manager with tech hardware and software inventory for a team of 10 full time staff working remotely and working with it vendors to ensure smooth operations.
Ensuring delivery of remote tech work supplies to and from the organization from staff and consultants as needed (e.gOnboarding, transitions with hybrid work, offboarding)
Assisting with it consultant partnership and coordinating with them when tech issues arise and consultant tech support is needed by staff.
Office & administration management
Overseeing the set-up and day-to-day needs of physical office (i.e., phone, processing mail and deliveries, bimonthly office supply inventory, managing online scheduling system for booking space and conference rooms in office building, etc.)
Ordering and ensuring delivery of remote work supplies and gifts to team members and external consultants as needed, as part of pennsylvania voice’s commitment to creating a welcoming and supportive workplace culture.
Supporting work across the organization by ensuring notetaking and/or minutes at internal meetings including weekly all team meetings, partnership meetings, etc.
Assisting the executive director with calendar management, filing expense reports, time tracking, and booking/scheduling travel as needed.
Finance
Bookkeeping support
Accounts payable: preparing payment requests and paperwork for review and approval by finance & operations manager and executive director for all organizational expenses for a roughly $2.5 million budget and all accounting related to $2-3m budget for regrants program to our 40+ partner organizations.
Accounts receivable: supporting finance & operations manager and development manager in tracking donations and paperwork to ensure timely and smooth processing of income.
Supporting contract management for 30+ organizational vendors, consultants, leases, and regranting program (i.e., drafting basic agreements/contracts using templates, adobe sign/docusign to track signatures/finalized contracts, etc.).
Supporting administration of organization’s credit card program including monthly reconcilement and organizing receipts as needed
Supporting infrastructure team with record keeping using cloud-based software (everyaction and dropbox) for grants and donations, and managing timelines for reporting and updates
Overall, monitor organization systems for opportunities to evolve, improve for greater efficiency and alignment with organization programs and direction in any of the areas listed above.
Program support (varies depending on level of program activity)
Supporting logistics for pennsylvania voice larger (over 20 people) in-person and virtual programs (securing locations, ordering food, etc.)
Assist with maintaining tech inventory across the organization (i.eTablets, phones, etc.)
Participate in and support external/stakeholder activities as needed to help move programmatic work forward
Requirements:
We’re seeking candidates who excel in understanding systems and operations, build strong relationships, are results-oriented, good at solving problems, and have basic project management skillsSpecifically, you will bring:
Demonstrated commitment to racial and gender equity
Relevant experience with it, hr, accounting/bookkeeping, and other logistics strongly preferred.
Active interest in being support staff that makes our work possible
Willingness and aptitude to learn new technical and software skills both through guided training or self-directed learningStrong microsoft office suite skills a plus.
Interest in technology use to support hr, accounting, digital filing system, and grant managing software (mostly all cloud-based systems)
Experience in managing multiple projects and meeting multiple deadlines while also being able to communicate when things need to change
Must be able to work independently, as a team leader, and as part of a team
Ability to work well under pressure, while maintaining a high level of detail orientation and meeting deadlines.
Compensation
Depends on experience and is competitiveSalary range is $45,000 - $55,000 based on experience with excellent benefits including full medical and dental coverage, retirement (401k) package, and paid holiday and vacation days.
Location
Physical office located in philadelphia, paAlso, have staff working in pittsburgh that will need virtual support and administrative managementDue to covid-19, we are currently working remotely through 2021 but to complete some of the duties listed above some regularly scheduled office visits will be requiredScheduling of those visits will be coordinated in advance as much as possible but some flexibility will be needed.
Apply Now
Please click `apply` below belowPlease no phone callsThe hiring manager for this position is cynthia degros, finance & operations managerIf reasonable accommodation is needed to participate in the application and interview process, please reach out to us at jobs@pavoice.org.
Deadline
Applications will be accepted until the position is filled, at which time the job announcement will be removed from our website, www.pavoice.org/jobs
Pennsylvania voice is an equal opportunity/affirmative action employerWe value a diverse workforce and have an inclusive culturePennsylvania voice encourages women, people of color, persons with disabilities, people with records of arrest or conviction, veterans, and lesbian, gay, bisexual, and transgender individuals to applyPennsylvania voice hiring process will comply with philadelphia’s fair criminal records screening standards (“ban the box”) ordinance.
