Operations Coordinator

Washington, D.C.

This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position.

The Ballot Initiative Strategy Center (BISC) is seeking to hire a full-time Operations Coordinator to support our Washington DC office, remote employees, and assist the Director of Operations and Finance. The ideal candidate will have at least two years of experience in an operations or finance role and background working with systems and databases especially CRMs, preferably in a non-profit setting.

The Operations Coordinator will assist the Director of Operations and Finance with the administration of financial and general operations needs of the organization.  As part of the Operations team, the Operations Coordinator will also be responsible for ensuring the functionality and integrity of the organization’s systems, platforms and databases which will involve working across departments to ensure adoption, integration and consistency.  This is a unique opportunity for someone to help guide a team, and an organization, into best practices for data and information sharing.

BISC is a mission and values-driven organization that recruits and seeks to retain a staff committed to excellence by fostering a work environment that is flexible, fairly-compensated, respectful, and fun.

Location: The position will be based at BISC headquarters in Washington DC, currently due to COVID-19, all staff is working remotely. This position will require occasional travel for staff retreats and the annual Road Ahead conference. This is a full-time position that reports to the Director of Operations and Finance.

Responsibilities include:

Operations

  • Coordinates day-to-day general office administration, including but not limited to:  filing paperwork (digitally and physically), coordinating organizational files, distributing mail, answer phones, monitor various email inboxes and keeping office and storeroom supplies organized and stocked;
  • Responsible for contract management;
  • Assist in the on-boarding and off-boarding process of staff;
  • Liaison with HR and IT consultants as needed;
  • Supports Director of Operations and Finance on various projects;
  • Provides general administrative support to BISC team members as needed;

Finance

  • Coordinates the processing of invoices and manages the Accounts Payable system to ensure invoices are paid in a timely fashion;
  • Works closely with BISC accountant on providing backup materials for financial reconciliation for Accounts Payable and Accounts Receivable;
  • Reconciles corporate credit cards and processes staff reimbursements;
  • Coordinates BISC organization-wide events such as Board meetings, staff retreats, trainings, etc.;
  • Assists with the annual audit and preparation of the 990’s;
  • Drafts invoices to be sent to funders;
  • Assists with annual budget development;

Database Management & Hygiene 

  • Assists in the management, maintenance and reporting of all financial and human resources data at BISC, using QuickBooks Premium, Bamboo and MS Office software;
  • Lead the adoption and integration of the organization’s CRM;
  • Establish and enforce standards for database and record keeping including data entry and procedures, tracking, and coding systems.
  • Create an internal database training and policy guide; establish quality control reporting to maintain the accuracy of ongoing data entry;
  • Perform regular data integrity auditing and analysis, making recommendations for streamlining processes and undertaking data clean-up projects as appropriate;
  • Provide ongoing training for staff members across the organization on key database functions;
  • Stay up to date on best practices and database updates;
  • Apply creative thinking and strategic planning to all database processes and policy decisions.

Additional responsibilities:

  • Aid in implementation of BISC’s 5-year strategic plan focused on changing culture, centering directly impacted communities, capacity building, convening, and internal continuity and growth;
  • Represent BISC by attending meetings and convenings of stakeholders and partners;
  • Work with organizational leaders to deepen BISC’s racial equity work, both internally and in the field;
  • Support other BISC and BISC Foundation projects and activities as needed; and
  • Assist with the planning and execution of BISC’s annual conference.

Requirements:

  • At least two years of experience of working with organizational administration and systems preferred;
  • Candidate should thrive in a deadline-driven environment and possess experience implementing generally accepted accounting principles;
  • Ability to understand fund accounting principles, practices and regulations, especially related to non-profit accounting and management;
  • Demonstrated experience in QuickBooks Pro, Paychex, Bamboo and MS Office;
  • Tracking, preparing and/or submitting federal and state required forms and information to comply with tax, legal and insurance requirements;
  • Manage financial, legal, insurance and governance files in accordance with organizational policies;
  • Demonstrated database management skills with ability to produce reports. Ability to use advanced computer functions;
  • Strong organizational skills and accuracy, attention to detail and ability to multi-task with efficiency and accuracy; and
  • A positive attitude, interpersonal skills, and strong written and verbal communication.

We seek candidates who are:

  • Collaborative: You know that building true partnerships takes time, trust, and transparency. You understand the complexities of coalition work, including the inherent race, power and privilege dynamics often present, and are able to address them. You also are collaborative with your co-workers: willingly sharing information and tasks to get a job done.
  • Results and evaluation driven: You show relentless commitment to meeting a high bar and a history of getting things done even in the face of obstacles. You are receptive to feedback and know that evaluating and re-adjusting is critical to long term learning.
  • Organized and flexible: You have a plan, but you can quickly adapt when needed. And you understand the plan is better when you collaborate with those around you.
  • Effective interpersonal skills: You have a proven ability to communicate effectively with different personalities to move projects forward.
  • Strong time management skills: You can balance many projects at once and prioritize accordingly.
  • Movement Focused: You have a demonstrated commitment to social, economic, and racial justice.

Salary & Benefits

  • 100% Medical insurance for family paid for by employer
  • Dental insurance
  • Life and Accidental Death and Dismemberment coverage
  • Generous Vacation leave
  • Sick leave
  • Generous 401K and employer matching pension contribution
  • Salary range $50,000 to $60,000, commensurate with experience
  • Position located in Washington, DC

To apply:  Submit cover letter, resume, and 3 references through BambooHR.   Applicants will be considered on a rolling basis until position is filled.

About BISC

BISC’s mission is to strengthen democracy by implementing a national progressive strategy for ballot measures rooted in building state-based power.

The Ballot Initiative Strategy Center (BISC), a 501(c)(4) organization, is the only progressive organization that works across many policy, organizing, and political organizations, with local, state, and national leaders to analyze and support the ballot measure landscape.

We believe direct democracy can be a tool for liberation. We leverage ballot measures across the United States as part of a larger movement to strengthen democracy, center people of color, queer, low-income, immigrant, indigenous and other marginalized communities, move towards racial equity, build and transform power, and galvanize a new progressive base. In February 2020, we launched our strategic framework to help move towards our vision of building a world where all people are fully liberated, live with dignity and thrive so that equity and justice prevail.

We lead by supporting the use of ballot measures as a tool for transformational impact, not just in a measure’s outcomes, but at every stage of the ballot measure process—from policy development, signature gathering, civic engagement, the campaign itself, implementation and beyond. We believe in movement building and empowerment, bringing communities into the work and leaving lasting infrastructure for continued social change.

We know that success is not just defined by getting 50% + 1 of the vote. If we are serious about building a more equitable world, we also must consider who is driving the change and whether it will have a transformational impact on the people and communities who have been pushed to the margins for too long.

We achieve impact through training the field and developing leaders, convening state and national leaders and funders in a co-created strategy that results in transformative wins, leading innovative research and providing assistance to support ballot measures as a tool to build long term power.

BISC’s Racial Equity Stance

At the Ballot Initiative Strategy Center, we work to transform our country into one that is equitable and just. In our work, we strive to challenge structural racism, and center the people most impacted. BISC works with a commitment to racial equity inside our organization in our operations and management processes, and externally through our research, training, and organizing work with ballot-measure campaigns, partners and funders.

EEO Policy

BISC follows an Equal Employment Opportunity Policy and employs personnel without regard to race, ethnic or religious background, descent or nationality, sexual orientation, gender (including pregnancy), gender identification, disability, marital status, age, height, weight, or military service. This policy applies to employment, internships, internal promotions, training, opportunities for advancement, terminations, relationships with vendors, use of contractors and consultants, and in dealing with the general public.