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The Transgender Legal Defense & Education Fund seeks an Operations Manager to support the incoming Executive Director.  The new Executive Director’s first day is December 3, and TLDEF anticipates filling this position in the director’s first six weeks.

Title: Operations Manager

Status: Full-time, salaried (non-exempt)

Reports To: Executive Director

About Us: Founded in 2003, the Transgender Legal Defense & Educational Fund (TLDEF) is committed to ending discrimination based on gender identity and expression and to achieving equality for transgender people through public education, test-case litigation, direct legal services, and public policy efforts. Along with its signature Name Change Project, which provides free legal name change services to community members through partnerships with some of nation's premier law firms, TLDEF's legal programs bring test-case litigation with wide impact in all areas of transgender equality.

Position Overview: The Operations Manager is a dynamic role that requires expertise in managing TLDEF’s various business processes and operations. The Operations Manager is responsible for day-to-day management of the fiscal office and business operations, as well as processing accounts payable, deposits, bank statements, payroll, and procurement process. The position also provides administrative support with the new hire process, employee transition process, benefits administration and maintenance of employee records. Finally, the Operations Manager is responsible for the daily operation of the office, including staff IT, visitor registration, ordering supplies, and other duties as assigned.

Primary Responsibilities:

Finance

Oversee daily operations of fiscal tasks, which include processing accounts payable, accounts receivable, cash receipts, ACH/EFT facilitation, bi-weekly contributions and compliance matters for employer sponsored retirement plan, preparing account analysis, documenting monthly bank and credit card statements, and general ledger transactions;
Process payroll and maintain payroll records for employees;
Reconcile semi-annual physical inventory with the general ledger and make adjustments as needed. Validates and/or reconciles items charged to the fixed asset account;
Manage organization's purchasing activity across departments to ensure that procurement policies and procedures are implemented;
Ensure staff is compliant with rules and regulations set forth by funders, organization's accounting policies and procedures by conducting periodic desk audits; provides staff training and/or coaching as needed;
Prepare bank deposits and credit card statements;
Maintain financial, HR, and corporate files;
Maintain and update business office records and vendor files in accordance with retention guidelines;

Administration & Information Technology

Create office administration manual and update as necessary;
Continuously assess office needs while developing systems to streamline operations, build efficiencies, and troubleshoot issues;
Manage procurement and purchasing including supplies, furniture, technology, and equipment;
Maintain inventory and work with external accountants to manage fixed assets tracking;
Assist with risk management, establishing emergency protocols and plans to ensure the physical safety of all staff, volunteers, and visitors;
Serve as the primary point of contact for insurance, financial institutions, and other related
Maintain and order office supplies;
Design and maintain physical and/or digital filing systems for the organization;
Prepare materials for distribution. (i.e. copying, filing, mailing, e-mailing);
Manage facility issues and serving as the liaison to the landlord and building staff;

Human Resources

Support executive director with the recruitment, hiring, and onboarding of staff;
Support executive director during staff exit process;
Maintain employee records for paid time off (vacation and sick leave)
Maintain confidential personnel files;
Support executive director during staff exit process;
Assist executive director with creating and managing hiring process;
Assist executive director with annual review and renewal of employee benefits;
Assist executive director with annual review and updates to employee manual;

Board Relations

Maintain board records, including meeting calendars, board biographies, and other related documents;
Assist executive director with preparation of board materials;
Assist with board meeting logistics (as needed);

Other Duties:

As available, represent TLDEF in the community at conferences or coalition meetings;
Other duties as assigned by the Executive Director