Operations Manager
Kentucky Equal Justice Center seeks an energetic administrative professional to aid us with essential back-office functions. We are a mid-sized poverty law advocacy nonprofit with a stellar track record, a staff of 17, and a growing budget now exceeding $2 million. The position includes an opportunity to develop, implement, and refine systems and processes that support staff time for advocacy and services.
Duties
The ideal candidate will be able with a high degree of independence to manage many or all of the following functions:
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Payroll and Timekeeping
Gather, organize, compile and file staff timesheets; keep track of leave hours
Prepare full-time and part-time payroll for review and submission via ADP payroll software
Ensure accurate and timely payment of health plan and retirement system contributions
Help document, explain and improve payroll-related processes
​Payables and Receivables
Manage bill payment and documentation for timely submission, payment, and filing
Streamline and coordinate employee expense reimbursement processes
Prepare deposits and provide documentation to accounting firm
Ensure documentation of credit card purchases
Help identify and implement best practices and protocols for procurement and internal control
​Other Administration and Management
Track main office inventories and order office supplies when needed
Assist director and accountant with preparation for our annual audit
Maintain files for insurance policies and contracts
​Human Resources
Coordinate recruitment and hiring processes reflecting best practices
Onboard and help orient new staff, including enrollment in benefits and payroll systems
Develop knowledge of fringe benefits and personnel policies and respond to employee questions
Coordinate annual Open Enrollment for health plan
Offboard departing employees from benefits
Participate in personnel policy development
Identify and help implement best practices for staff development and retention
​Office Administration and Systems
Document, implement, and improve administrative processes and standard operating procedures, including paperless approaches
Coordinate procurement of new equipment and office systems
Develop expertise in tech systems with special focus on phone system
Interface with technology contractors
​Grants Management, Timekeeping and Compliance
Help produce budgets, budget reports, and outcomes data for grant reports
Coordinate, support, and improve timekeeping functions for grant billing
Coordinate timely submission of billing hours for payment
Prepare monthly time allocation summaries for submission to accounting firm
​Miscellaneous
Assist the director with scheduling of board and staff meetings
Help our Resource Organizer maintain and update donor and contact lists
Assist with special projects
​Qualifications, Skills and Competencies
The ideal candidate will bring to the job:
A degree in accounting, business, public administration or similar field
At least one year’s experience in nonprofit administration or bookkeeping
Experience with grants management, allocation, and reporting
Experience and facility with Microsoft Office, QuickBooks Online and Google Workplace
Experience with timekeeping software
Interest in and ability to develop administrative systems and protocols
Experience with nonprofit administration and best practices
A collaborative spirit, focused on freeing up advocates’ time for advocacy
Support for our mission, including racial justice, diversity, equity, and inclusion
​Location
KEJC’s central office is in downtown Lexington. Work from home is permitted but some tasks may require presence at the office several hours a week. Flexible hours.
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Supervision
The Operations Director will meet with the director at least once a week to plan and review tasks and projects and coordinate implementation.
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Salary and Benefits
Salary based on experience and our Professional salary scale. Illustrative examples: $40,956 at three years, $51,620 at 10 years. Generous fringe benefits include health and retirement, dental, life, and disability coverage. KEJC is a 501(c)(3) nonprofit, but we provide health and retirement benefits through participation in state and county employee plans.
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Starting Date
September 1, 2023, or as soon as possible.
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Application Deadline
August 4, 2023. Open until filled. We will interview promising candidates on a rolling basis.
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How to Apply
Email a cover letter, resume, and list of three references to:
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Richard J. Seckel, Director
Kentucky Equal Justice Center
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References should include email address and phone number. Submission of writing samples or other relevant work samples optional but encouraged.
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For more information
Contact Richard Seckel, Director, Kentucky Equal Justice Center, 201 West Short Street, Suite 310, Lexington, KY, 40507. Email: richseckel@kyequaljustice.org. Phone: 859-233-3057.
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​Diversity Statement
KEJC encourages your application. Employees shall be selected entirely on a nondiscriminatory basis with respect to age, ancestry, disability, ethnicity, familial status, gender, gender identity, limited English proficiency, national origin, political affiliation, race, religion, sexual orientation, veteran status and all other categories provided nondiscriminatory treatment by law.