Operations Associate (hourly/part-time)

OPERATIONS ASSOCIATE

Position Description – Part-Time/Hourly

Purpose:  The Operations Associate works closely with the Executive Director and is responsible for the administrative operations, grants management, and technology resources of the foundation. 

Reports to: Executive Director

To Apply:  send resume with brief cover letter to Patrick Troska at patrick@rootedphilanthropic.org.

Major Job Functions: 

1. Manage foundation’s administrative functions.

• Review and process invoices for payment after approval by the Executive Director.  Keep accurate online records of all invoices and receipts.
• Manage foundation payroll.  Ensure all accruals, deductions and salaries are accurate.  Submit bi-monthly payroll data to payroll processor.  Resolve payroll related issues.
• Make all 403B payments on a timely basis and ensure regulatory compliance.
• Monitor the foundation’s bank and credit card accounts for accuracy.
• Track monthly cash flow for spending accounts and request cash transfers from RBC.
• Working with the contract accountant, manage the foundation’s general ledger and chart of accounts; review for data accuracy, and make any necessary changes. 
• Reconcile all monthly financial statements received from the contract accountant for accuracy.
• Facilitate year-end activities and create all financial and organizational reporting information needed by the Foundation’s accounting firm for preparation of the annual financial compilation and 990PF tax return.
• Pay excise taxes on schedule accordingly.
• Ensure annual renewal of all the foundation’s insurance policies.
• Make all logistical arrangements for Board of Director and Advisory Board meetings and ensure all meeting materials are assembled and made available on a timely basis. Attend Board of Director and Advisory Board meetings to take and produce minutes and respond to any needs during the meetings.
• Assist with logistic and hospitality needs for foundation-related activities.
• Develop and maintain proficient understanding of the various benefit plans and serve as liaison with the various plan providers and/or benefits consultants; oversee all benefit plan renewals.
• As necessary, stay abreast of any proposed regulatory or provider changes to benefit plans and present findings to the Executive Director.
• Provide annual total compensation info for each staff person to the Executive Director.

2. Administer the grants management and database system.

• Manage the online grants management system. Be key contact with grants management vendor to troubleshoot system issues and create new tools as needed.
• Process all grant applications. Classify and code proposals and assign to appropriate staff. Provide staff with history of applications, grants, disbursements, relevant background, and procedures as needed.
• Conduct Charity Checks on all proposed grant recipient organizations to ensure they are in compliance with the IRS; download documentation.
• Prepare and download all individual grant recommendation summaries.
• Maintain and update all grants lists.
• Prepare and track all grant payments.
• Prepare grantmaking summary reports as needed or requested by staff.
• Develop and maintain an updated grants processing and disbursement manual.

3. Manage the Foundation’s technology and telecommunications systems.

• Assess ongoing technology needs of the Foundation, and manage hardware and software maintenance, upgrades, and replacements as needed.
• Oversee and manage all technology contracts including Microsoft, Zoom, Calendly, QuickBooks, Guidestar, TechSoup, etc.
• Facilitate website upgrades, additions, and changes as needed and requested.
• Manage internal technology support, maintenance and troubleshooting.
• Work closely with the Foundation’s technology/telecommunications vendors. 

Desired Skills and Experience

• A minimum of 3 years of work experience in positions that align with the job functions.
• Ability to understand financial statements and reports, including accounting systems. 
• Proven competence in or ability to learn and master a CRM database system.
• Ability to manage multiple responsibilities at once, prioritizing as needed to successfully complete the work.
• Self-motivation, flexibility and humility.
• Ability to manage highly detailed work with speed and accuracy.
• Ability to be flexible, despite many interruptions and changes in deadlines.
• Skill in using Microsoft Office Suite preferred, or a comparable software application (such as Google Suite).
• Personal passion for the Foundation's mission of supporting the people of St. Paul’s Eastside communities to unlock their potential by investing in their capacity, growth, and innovation.
• Demonstrated commitment to advancing equity, racial equity, inclusion, and accessibility. 

Employment Classification:  Part-Time Non-exempt, at 10-15 hours per week on average.

Compensation: $35-$40/hour; this position is not eligible for benefits

Work Environment:  The foundation currently maintains a physical office on the East Side but utilizes a hybrid work environment. The amount of time spent in the office versus remote work continues to evolve and will be negotiable. There are 7-10 in-person Board of Director and Advisory Board meetings annually for which in-person attendance is mandatory. The full-time work week is 37.5 hours. 

Rooted Philanthropic is deeply committed to equity in all of its practices. We strongly encourage Persons of Color, women, LGBTQIA+, and people with disabilities to apply. It is the policy of Rooted Philanthropic to provide equal employment opportunities to all qualified persons and to recruit, hire, train, promote, and compensate persons in all jobs without regard for race, color, religion, sex, national origin, age, disability, or sexual orientation.