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Operations Specialist
3 months ago
**About the Children’s League of Massachusetts**
The Children’s League of Massachusetts is a statewide non-profit association of approximately 60 organizations and individuals that collectively advocate for public policies and quality services that are in the best interest of the Commonwealth’s children, youth, and families. It is through public education and advocacy that CLM promotes the availability, accessibility, and quality of these needed services.
As providers, consumers, advocates, purchasers and regulators of services, CLM members know firsthand the issues facing today’s children and youth, as well as the challenges inherent in addressing them. During this time of major shifts in the delivery and funding of children, youth, and family services, CLM serves as a forum for the exchange of information and ideas among members, a vehicle for keeping the focus on the needs of children, youth, and their families, and a powerful source of common action.
CLM works together with our members and external partners and stakeholders around these critical areas to advance public policy by developing and advancing needed legislation, facilitating change with state agencies, advocating for state budget funding that affects children and families, and promoting evidence-based best practices. CLM also works to educate both the public and policymakers about national trends and pressing state-wide issues regarding the child welfare system and related themes.
**Job Summary**
The Operations Specialist contributes to our mission through day-to-day office management including financial processes, human resources, and administrative support to the staff and Board, as well as coordination of membership activities including meeting logistics and renewals. This role provides critical “customer service” to our members and stakeholder partners.
CLM is a small and collaborative team, meaning that each staff member holds a high degree of ownership over their work area, and also contributes to the success of other team members. This is an excellent growth opportunity for a detailed-oriented individual with strong initiative and offers exposure to many different aspects of a mission-driven organization.
**Responsibilities**:
Office Management
- Manage and troubleshoot office systems with outside vendors, including physical space, IT tools, telephone, website, and computer hardware issues.
- Coordinate and participate in staff meetings, manage the agenda, serve as notetaker, and document next steps
- Manage incoming and outgoing mail in a timely fashion
- Manage inventory of supplies and place orders
- Maintain organizational records
- Maintain up-to-date Standard Operating Procedures for office operations
Financial Management
- Manage, process, and complete all accounts payable and accounts receivable tasks in a timely fashion, (e.g., incoming and outgoing invoices and staff reimbursements)
- Record and deposit incoming checks
- Code and reconcile monthly credit card statements and collect all necessary documentation, and process payment
- Support preparation and submission of government/state required corporate reports
- Assist Executive Director in preparation of End of Year documents for financial review by outside auditor
Human Resources
- Serve as the point of contact for human resources vendors
- Manage and administer payroll and benefits including: send payroll reports to outsourced processor, track and report leave time, process additions/terminations and changes to payroll; and manage benefits administration with vendors
- Manage enrollment/terminations and changes for health, dental and life insurance for CLM staff
- Maintain human resource files including: health, dental and retirement benefits; policies and procedures manuals for the corporations
- Assist in onboarding new staff members and provide training on CLM systems
Membership Coordination
- Manage member meeting and forum schedules, managing agendas and guest speakers, securing meeting space and ensuring technology for virtual participation, preparing and distributing meeting materials; recording meetings and processing recordings; sharing post-meeting materials with the members, and troubleshooting participation.
- Post information in a timely manner to the Members-Only section of the website;
Information Technology
- Support maintenance and usage of CLM’s core systems including Microsoft 365, Neon (contact management system), Constant Contact, and the website (WordPress). Serve as an Administrator on these organizational accounts and assist staff with utilizing systems
- Work with CLM staff to expand and maximize effective usage of Neon (contact management system); including ways to deepen account management and reporting/analysis
Executive Support
- In coordination with the Executive Director, provide executive support to the CLM Board of Directors, including managing the Board and committee meeting schedule, securing meeting space and e
