Job Title: Finance & Operations Associate
Department: Finance & Operations
Job Reports to: Director of Finance & Operations
FLSA Status: Non-Exempt-Full Time
Collective Bargaining Unit: Eligible
Pay Range: $63,000.00
Location: Baltimore, MD (Temporarily Remote)
About the Position
The American Civil Liberties Union of Maryland /ACLU Foundation of Maryland seeks a Finance & Operations Associate with general accounting knowledge and experience to support the organization’s needs. The Finance and Operations Associate will provide administrative, bookkeeping, and payroll support, as well as facilitate organizational logistical support with the Finance and Operations Department for the ACLU of Maryland. The department is responsible for all fiscal responsibilities and operational activities which also includes information technology and facilities management oversight.
This is a full-time position based in Baltimore City.
The ideal candidate will be primarily responsible for assisting in the execution of the finance, administrative and operations functions that support the organization’s strategic goals.
- Assist with cash disbursements and expense accounting
- Enter invoices into Quickbooks
- Enter automatic debits to the bank account in the accounting system
- Gather credit card expense receipts then code for entering. After the coding has been reviewed and approved, enter expenses in Quickbooks
- Review monthly time reports for all employees for expense allocation
- Calculate percent time spent in various programs for employees and prepare the monthly expense allocation
- Allocate monthly expenses in Quickbooks based on monthly expense allocation
- Assist with cash receipts and donation processing
- Open all incoming checks, make copies, and stamp for deposit. Match check copies to the deposit slip after the deposit has been made.
- Process credit card donation reports from National database then reconcile to report from credit card processing company and deposits on bank statement. Enter into Quickbooks when reconciled
- Assist with payroll processing and time reporting
- Enter new employees in various systems
- Review non-exempt employees’ time records for hours over 40 in a week
- Process timesheet reports and send to supervisors for approval
- Enter hours for temporary employees and interns in ADP payroll system
- Process bi-monthly time reports and send to supervisors for review of completeness
- Update payroll system when notified by Human Resources of employee departures
- Provide support for Finance Committee including scheduling, communications with members, and following up as needed with Finance & Operations Director.
- Assist with onboarding and offboarding of employees as outlined below
- Ensure new employees have the necessary equipment in conjunction with the IT Consultants
- Orient new employees on computer and phone equipment as well as the standard software packages
- Arrange for equipment return from departing employees
- Be main point of contact for Building Manager and relay important messages to the staff as necessary about building related changes that will affect them
- Work with Finance & Operations Director to establish and coordinate safety and emergency protocols
- Monitor the shredding bins and ensure the pick-ups are occurring as needed
- Support the logistics of furniture and equipment set-up at headquarters office as well and satellite offices with the assistance of IT Consultants and Finance and Operations Director
- Check mail and distribute to staff
- Arrange for necessary vendors to come onsite to repair or maintain the office
- Maintain security card system – activate and provide cards to new employees and receive and deactivate cards of departing employees
- Maintain address book in the copier for scanning purposes
- Be responsible for logistics of onsite and virtual events including equipment set up and removal, ordering of food, etc.
- Order supplies for staff members and the office after approval from a supervisor
- Make occasional trips to area businesses for supplies
- Research solutions to office needs, staff requests as they arise
- Serve as the IT liaison for the IT Consultants
- Monitor helpdesk system during normal business hours and provide basic support with guidance from the IT Consultants
- Make arrangements for travel, conferences, and events for staff
KNOWLEDGE AND SKILLS REQUIRED:
- A strong commitment to racial equity, dismantling white supremacy and incorporating a structural power analysis into work, with knowledge and understanding of how power is manifested in matters of race, ethnicity, age, gender, sexual orientation, gender identity, gender expression, religion, ability and socio-economic circumstances
- Two or more years relevant work experience required, preferably in data entry and office operations
- Ability to think strategically and conceptually with an open-minded approach to solutions using a race equity lens
- Possess a strong attention to detail including accurate data entry
- The ability to manage several concurrent projects with minimal supervision
- Ability to self-motivate and work independently
- Travel within the state required to reach remote office location
- Experience in non-profit, advocacy, political organization or other community-based organizations is valuable
- Experience with Microsoft Excel preferred
- Computer and information technology skills a plus
- Must have reliable vehicle
This position is a non-management position and does not encompass supervisory responsibility.
Compensation and Benefits: Salary is $63,000.00. Excellent benefits include two weeks paid vacation (increasing to four weeks after six years); 10 paid office holidays; 12 paid sick days, 3 personal days telework and flex-time, generous medical insurance including two health, dental and vision insurance options for staff members, their dependents and spouse/domestic partner; flexible spending accounts employee assistance plan; six weeks of paid medical leave, life and accidental death and dismemberment insurance short-term disability and long-term disability insurance; and 401(k) defined contribution retirement plan with employer match, free on-site parking, additional commuter benefits with access to commuter rail station. Direct exposure to cutting-edge civil liberties and civil rights work. This is a position is in the bargaining unit represented by OPEIU Local 2 and is non-exempt and therefore covered by the overtime provisions of the Fair Labor Standards Act.
Deadline/Start Date: The position will remain open until filled. Interviews will be scheduled on a rolling basis.
To Apply: We encourage all applicants committed to racial and social justice to join our Team. We strongly encourage people with incarcerated loved ones, people who are formerly incarcerated, Black, Indigenous, and People of Color, and people who are LGBTQ+ to apply.
Please submit a cover letter, resume, three professional references at this website: APPLY HERE alternate methods to apply please email HR@aclu-md.org. We discourage applicants from applying through third party websites. Early applications are strongly encouraged. It will not be possible for us to respond to telephone or email inquiries.
Resumes or applications sent via other avenues will not be considered. About the ACLU of Maryland
The ACLU of Maryland is an equal opportunity employer. We are committed to maximizing the diversity of our team and want to involve all those who can contribute to our inclusive culture. We encourage applications from all qualified individuals without regard to race, color, gender, sexual orientation, gender identity and expression, age, national origin, marital status, citizenship, disability, veteran status and any other characteristic protected by applicable law. Persons with disabilities may request accommodations, including any accommodations needed in the application process.
The ACLU of Maryland is a non-partisan, non-profit public interest organization devoted to protecting civil rights and civil liberties. The ACLU of MD is an affiliate of the national ACLU, a key defender of civil liberties guaranteed by the Bill of Rights. The ACLU works in the courts, legislature and in communities to defend and expand individual rights and personal freedoms guaranteed by the Constitution, the Bill of Rights, and civil rights laws. The ACLU of Maryland is committed to centering race equity in our work, internally and externally, in order to better support and be accountable to communities of color, whose civil rights and civil liberties are systematically threatened by white supremacy.