OPERATIONS SPECIALIST Frequently cited statistics show that femme, trans, and nonbinary people, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. PROMO encourages you to break that statistic and apply. No one ever meets 100% of the qualifications. PROMO’s team engages in hard work and heart work and the leadership team values authenticity, empathy, compassion, and kindness–we’re a close-knit team that works together regularly. IMPACT STATEMENT: This position is new at PROMO and is born out of the need to maintain a high level of organization, detail orientation, and focus on compliance while we grow. PROMO’s Operations Specialist is responsible for advancing PROMO’s mission and vision by executing on comprehensive and detailed operational support to the organization. Duties for this role range from human resources and financial support, to facilities and executive support. A successful candidate in this role will be able to navigate many operational task areas, and will feel comfortable finding solutions to challenges they may not have encountered. As this is a new role for the organization the candidate will be inheriting old structures and imagining new systems–and the successful candidate will feel comfortable collaborating to define the workflows and scope of the role alongside organization leadership. To be most impactful, this individual will grow to anticipate needs in advance, will be highly detail-oriented, and will feel comfortable communicating frequently and proactively across their task areas. About the team and you: At PROMO, we are committed to using an intersectional approach in our work. PROMO’s work focuses on macro-level systems change and our success is inherently tied to the collective liberation of all oppressed peoples. POSITION DESCRIPTION Job Title: Operations Specialist Job Term: Full-time, salaried, $51,000 - $57,000 Job Supervisor: Executive Director and Development Director Job Location: St. Louis, MO Hours: 40 hours per week, some evening and weekend work may be required with advanced notice Responsibilities: Human Resources, Development, and Financial Compliance ● Prepare and process payroll, including management and communication surrounding timesheets ● Assist with annual benefit renewals and serve as a primary contact for staff regarding insurance and other benefit questions ● Support the Executive Director with recruitment, onboarding and offboarding, performance evaluations, and other human resources tasks as assigned ● Run financial and compliance reports as needed in coordination with the ED and accounting firm ● Complete monthly reconciliation processes with all accountants and necessary partners ● Review expense reports from bill.com to ensure all expenses are in line with company practices ● Support team with travel expenses and booking when needed
● Other administrative and operational duties may be assigned as needed Development and Database Management ● Record gifts promptly and accurately ● Assist with maintenance of CRM database, list building, and deduping ● Process donor receipts and thank you letters bi-weeky ● Support entire team with data hygiene tasks, including developing processes for uniform database management and document retention policy Physical and Virtual Office Management ● Support the maintenance of the organization’s digital and physical file systems ● Foster digital and cyber security best practices for the organizations systems ● Track and organize all inventory available for purchase and monitor and purchase new supplies and materials when needed ● Assist team members with office technology and equipment; provide troubleshooting and coordinate repairs when needed ● Support the team with document retention planning ● Schedule monthly office cleaners and manage other relevant facilities needs when relevant Executive and Board Support ● Assist Board Chair and the Executive Director with development of board meeting plans, including co-creating agenda for board meetings ● Assist Executive Director and Development Director with communication to key committees ● Support Executive Director and leadership team with scheduling ● Support committee chairs in scheduling committee meetings ● Coordinate collection of committee updates and documents needed for board meetings ● Report PROMO PAC filings and FORM FOR c4 when needed ● Reply to PAC emails and distribute applications ● Compile and send updated report of applications submitted to PAC committee Commitment: Demonstrates a strong commitment to equality for all LGBTQ+ persons, embraces an anti-racist and anti-transphobic approach based in an intersectional understanding of the experiences of our diverse constituency. Benefits Compensation: $51,000 - $57,000 annual salary, plus comprehensive benefits including paid time off, medical, dental, life, and supplemental insurance. Opportunity to participate in an IRA retirement plan with a 3% employer match. You'll have the opportunity to meaningfully contribute towards our mission and vision: Our Vision | Missouri is a state in which LGBTQ+ people – every demographic, race, ethnicity, zip code, and experience – are valued and thriving. Our Mission | PROMO confronts systemic inequities to liberate the full spectrum of the LGBTQ+ community from discrimination and oppression.