NLIHC seeks an operations associate to work closely with the NLIHC director of operations and the vice president of operations and finance to ensure effective and efficient NLIHC operations in support of the Coalition’s mission to achieve racially and socially equitable public policy that ensures people with the lowest incomes have quality homes that are accessible and affordable in communities of their choice. The operations assistant will support the operations team with key functions related to financial management, organizational recordkeeping, mailing, meetings and events, intern hiring, IT support, and other duties as assigned. The operations assistant will report to the director of operations.
Responsibilities/Duties:
Administration and Recordkeeping
- Maintain key operations department files (financial, contract, personnel, etc.) and provide requested documents for annual audit.
- Coordinate with NLIHC staff in procuring needed office supplies.
- Ensure check deposits to NLIHC’s bank account at least weekly.
- Assign general ledger codes to revenue receipts (grants, donations, memberships, and other payments).
- Receive vendor/contractor invoices and requests for staff expenditures, prepare payments to vendors/staff with appropriate general ledger coding in Bill.com, and make allocations to NLIHC’s 501(c)(3) and 501(c)(4) as appropriate. Submit payments for approval by VP of operations and finance and/or director of operations in Bill.com.
- Work with NLIHC program staff to ensure proper preparation of grants from NLIHC to state and local partners, ensure grant letters are signed in a timely manner, and get grants processed for payments in Bill.com. Maintain electronic files of all contracts and grants for submission to auditors.
- Coordinate with the operations director to transition previous years financial documents into storage (on and off-site) and to update the system to receive the new/current years financial documents.
- Implement procedures to process staff expenditure requests and payments.
- Completing monthly credit card reconciliation.
- Update approved changes to NLIHC Personnel Policies handbook.
- Prepare bi-weekly expense report from Bill.com for the CEO’s review as part of the department’s reconciliation activities.
- Conduct annual equipment inventory.
- Monitor status of all office equipment, including assigning inventory codes; arrange for routine maintenance and special repairs; ensure supplies are maintained in sufficient quantities for uninterrupted service; assist in managing phone system, including assignment of extension codes; ensure maintenance of printers/scanners in top working order, as well as equipment related to the computer system.
- Manage relationship with landlord and key and access card distribution to staff. Respond to physical problems with office, report to building supervisor, and follow up to ensure resolution.
- Coordinate document organization and destruction in the NLIHC storage facility once per year.
- Assist in preparation and mailing of acknowledgement letters, publications and other NLIHC correspondence, as needed.
- Coordinate business license registration materials, submissions, and timelines
- Assist in internal IT troubleshooting and updates to IT and telecommunication systems.
- Other duties as assigned.
Hiring/Staffing/HR
- Post vacancy position announcements, review resumes, schedule interviews.
- Ensure intern postings on Idealist and university websites each semester.
- Prepare new staff and intern IT accounts, equipment, and on-boarding orientation schedules in coordination with outsourced IT contractor.
- Ensure timely delivery of intern stipend payments in Bill.com.
- Coordinate/facilitate quarterly intern outing or group experience.
Board
- Assist executive assistant in coordinating Board travel.
- Assist Operations Department in staffing relevant Board committees (finance, investment, and personnel) to include but not limited to scheduling meetings, preparing minutes and providing other meeting support.
Meetings and Events
- Assist in the planning and preparation of NLIHC events in conjunction with staff members and potential consultants.
Qualifications:
This is a full-time position with a strong preference for candidates physically located in the metropolitan Washington, D.C. area. Applicants must have a strong commitment to social justice and NLIHC’s mission. This position would be ideal for someone with two to eight years of relevant experience in the workforce; candidates with a variety of relevant experience will be considered. All applicants must be proficient in the Microsoft Office suite. Basic-to-intermediate-level Excel skills are strongly preferred.
A person will be most successful in this role if they have strong interpersonal skills with a commitment to confidentiality; strong analytical, writing, and organizational skills; and a keen attention to detail.
An equal opportunity, affirmative action employer, NLIHC offers a competitive salary and a generous benefits package.
Interested candidates should submit a resume and cover letter with salary requirement to June Jimenez via email at: [email protected]