Office Coordinator – Part-time

Job Description

Office Coordinator – Part-time

Non-Exempt

The American Civil Liberties Union (ACLU) of Idaho seeks an Office Coordinator to ensure that the office operates smoothly and efficiently. The position also provides strategic, customized support to the Executive Director and Director of Finance and Administration so that they can work purposefully and efficiently. The Office Coordinator will engage in a wide variety of office and operations management, financial management, human resources, executive support and will hold board of director relations responsibilities.

The Office Coordinator should have an intuitive ability to anticipate and solve problems, unusual attention to detail, strong organizational systems, a collaborative work ethic, and a customer service mindset.

This is a part-time 30 hour/week, non-exempt position based in Boise, Idaho. The Office Coordinator is supervised by the Director of Finance and Administration. The successful candidate must reside in Idaho or be willing to relocate to the state before employment begins.

About the ACLU

The ACLU is the nation’s premier guardian of liberty. A nationwide, nonpartisan, nonprofit organization, the ACLU is dedicated to defending and expanding civil liberties and human rights across the country. The ACLU of Idaho and its foundation operate jointly as private nonprofit organizations devoted to furthering the ACLU’s mission in Idaho. The ACLU of Idaho combines legal, policy, organizing and communications approaches to maximize its impact. We partner with individuals and communities impacted by injustices to inform and mobilize people throughout the state. The people in the center of the struggles for justice, who feel the impact in their daily lives, are especially important allies.

Our staff of 10 full-time and two part-time employees work in a fast-paced, friendly office in the heart of downtown Boise, Idaho (due to COVID-19, our office is currently working in a hybrid environment splitting time between the office and remote). Boise, the City of Trees, is the capital of Idaho and the core of a metro area of 730,000 people. The city enjoys all four seasons in a dry climate and offers an exceptional quality of life and a diverse business community with high tech industries. Recreational activities include whitewater rafting and kayaking, climbing, fishing, hunting, and skiing. There is a 190-mile foothill trail system for hiking and mountain biking and a 25-mile riverside greenbelt along the Boise River which flows through the city. Downtown offers thriving restaurants, shops, concerts, and public markets, and an ever-expanding number of local microbrew pubs and wineries. Over 95 languages are spoken in Idaho. The Treasure Valley, which includes the cities of Boise, Meridian, Nampa and Caldwell is home to the state’s largest Latinx community. Boise is also a hub for LGBTQ communities and political activism in Idaho. Boise is a refugee resettlement city.

Duties & Responsibilities :

Operations

• Ensure a tidy and inviting office space, manage routine recycling and water delivery programs.
• Submit and follow-up on maintenance request with building management.
• Provide IT support by helping maintain staff workstations, training staff on new technologies and triaging staff requests.
• Responsible for ordering computers and other equipment, maintaining a database of affiliate’s equipment.
• Serve as primary liaison with vendors ensuring all office equipment is functional including phones, printers and postage machine.
• Design, implement, and maintain office systems for distribution of mail, ordering office supplies, stocking and circulation of promotional materials, and reserving shared resources.
• Maintain organization’s professional and liability insurances.
• Provide support for general office copying, filing or mailing projects.
• Provide event logistical support, occasionally during evenings and weekends.
• Assist with banking donations and preparing acknowledgment letters.
• Attend training, events, and meetings on behalf of the ACLU of Idaho.
• Work collaboratively and respectfully toward resolving obstacles and/or conflicts.
• Actively support internal and external commitment to diversity, equity, inclusion and belonging in all aspects of operations.

Board of Directors

• Oversee all logistics related to Board events (meetings, retreats, trainings, etc.). Update board member lists, produce, update and distribute directory to board, staff and the national office as requested.
• Manage the annual elections for the Board of Directors.
• Support Executive Director with compiling board meeting packet and disseminating to meeting participants.
• Maintain well organized file folders in the Board shared drive and online secure site.

Finance, HR & Executive Support

• Manage Executive Director’s travel and assist with scheduling internal & external meetings
• Support financial management; including light bookkeeping responsibilities and assisting the Director of Finance and Administration with accounts payable, reimbursements, and monthly credit card reconciliation.
• Perform filing and archiving of financial documents.
• Support with recruitment and hiring, including working with hiring managers to develop and implement hiring plans that maximize recruiting.
• Support administration of the onboarding process to ensure each new staff member is welcomed, set up for success from the outset, and able to integrate seamlessly into the organization.
• Help facilitate year-round staff engagement and development programming to include all-staff retreats and internal and external skill building opportunities.
• Engage in special projects and other duties as assigned by supervisor or executive director.

Minimum requirements:

• At least two years providing support in a professional office setting.
• Proficiency with office technology and information systems, including databases, online communications, word processing, spreadsheets and video conferencing.
• Familiarity with network systems, IT support, knowledge of computer hardware and software.
• Experience exercising discretion and confidentiality with sensitive information.
• An understanding of and enthusiasm for civil liberties and civil rights and personally committed to advancing the ACLU’s values, mission, goals and programs.
• Demonstrate a commitment to diversity both internally in our organization and externally in the communities that we serve, using a personal approach that values all individuals and respects differences in regard to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance.

Essential Skills & Abilities :

• Ability to regularly and easily jump from task to task, prioritize, stay organized, and complete assignments under tough deadlines in an occasionally stressful environment.
• Extreme detail orientation to the point that you often notice things that other people miss.
• Ability to work independently and collaboratively with others as part of a team.
• Willingness to take personal responsibility for the success of your work whether it requires managing behind the scenes processes, engaging with a team or setting others up to execute effectively.
• Ability to jump in and help on any project and learn new things quickly.
• Ability to think proactively, anticipate problems, develop creative and effective solutions, and take initiative to confidently facilitate smooth operations for all staff.
• Strong interpersonal skills and the ability to represent the organization to the public as well as interface with all levels of staff, interns, and volunteers while maintaining tact and diplomacy.
• Ability to communicate quickly and effectively, verbally and written.
• Ability to travel around town for day-to-day errands.

Compensation :

The pay range for this position is expected to begin between $21.63 to $24.04 per hour, but with an overall range under the ACLU of Idaho’s structured pay scale of $21.63 to $26.44 per hour.

Excellent benefits include 100% employer-paid medical, vision and dental insurance, 401(k) plan with an employer match, life and long-term disability insurance, and generous paid holidays, vacation and sick leave. The ACLU of Idaho also invests in each staff member’s professional development.

To Apply :

Submit:

• A résumé.
• A one- or two-page cover letter that identifies evidence of a clear, strong, and proven commitment to public interest work and the work the ACLU and explains how your experience is applicable to the job responsibilities.
• Contact information for three references, including at least one reference to whom you have provided administrative support.

Send to [email protected] .

Please reference “Office Coordinator” in the email subject line, and indicate in your cover letter where you found this job listing. The interview process will likely consist of two interviews with the hiring committee and a 1.5 hour in-office skills test. If travel is required during the interview process, expenses will be reimbursed by the ACLU of Idaho.

Review of applications will begin May 9th, 2022. Estimated start date is June 29, 2022, or earlier. The position will remain open until filled. Absolutely no unsolicited calls, please .

If you are a person with a disability and need assistance applying, please e-mail [email protected] . If we select you for an interview, you will receive more information about how to request accommodations for the interview process.

The ACLU of Idaho advances equity and inclusion in the workplace by providing equal employment opportunity to support a work environment free from discrimination on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, military and veteran status, arrest or conviction record, and any other basis prohibited by law. The ACLU of Idaho embraces Fair Chance policies.

The organization also provides reasonable accommodations for people with disabilities. Our equity and inclusion commitment applies to all aspects of employment, including recruitment, selection, advancement, training, problem resolution, and separation from employment. Through this commitment, the ACLU of Idaho strives to establish and maintain an equitable and accessible work environment that is supportive and free from discrimination.

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