Operations and HR Associate

Summary/Objective

The Operations and HR Associate works to provide exceptional administrative support to the various departments of ACLUDC to meet their operational and human resources needs and ensure established processes are followed. Under the supervision of the Deputy Director (DD) this role is responsible for managing the office functions for the affiliate ensuring adherence to operational policy and procedures and performing human resources functions for the organization including direct involvement in labor relations collective bargaining and contract administration. This role also handles various operational duties across finance development legal and technology.

The Operations and HR Associate is a first pointofcontact with the general public and staff and provides general administration support for the organization. This includes responding to general inquiries or redirecting to the appropriate department as well as inquiries from within the organization. The Operations and HR Associate is responsive organized detailoriented and enjoys providing support to busy program staff.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Human Resources and Labor Relations

• Partner with hiring managers on recruitment candidate screening scheduling hiring and onboarding.
• Coordinate Handbook reviews and updates as needed.
• Maintain integrity and confidentiality of human resource files and records.
• Administer employee benefits and Open Enrollment in collaboration with the DD or other HR consultants.
• Provide administrative support for performance including goals evaluations and improvement plans.
• Partner with management on of employee changes (promotions supervisor changes transfers terminations etc.
• Provide support for the bargaining team during and in preparation for negotiations.
• Address questions from employees relative to policies benefits and hiring; bring more complex questions to the DD or other HR consultant
• Assist in workforce compliance including but not limited to: workers comp unemployment compensation FLSA EEOC ADA.
• Partner with Finance to ensure time sheet completion and corrections by the payroll cut off date as well as review of benefits and taxrelated data to ensure accuracy.
• Ensure the completion of employee onboarding offboarding tasks in compliance DC laws and regulations.
• Provide support and participate with Employer Bargaining Committee in preparation for and during union negotiations including working with outside labor counsel.
• Assist in preparing Employer Bargaining Proposals and attending bargaining sessions and management caucuses as needed.
• Assist in preparing and finalizing tentative agreements during collective bargaining process and assisting in training managers on human resources policies and procedures and applicable collective bargaining agreement (when finalized).
• Other Personnel functions as directed by the DD.

Office Management

• Support all administrative aspects of the office under the direction of the DD.
• Serve as first pointofcontact in the office with the public and staff.
• Respond to general inquiries via phone email and mail and forward requests and questions to the appropriate department as needed.
• Serve as point of contact with building management regarding use of office suite including reservations of conference rooms or other office spaces.
• Perform office duties including managing the mail maintaining office supply inventory and providing administration services including scanning documents copying filing and document preparation.
• Make trips to the office and bank to make deposits and run various errands.
• Maintain update secure hard copy and electronic filing systems implement efficient and effective filing procedures observing all confidentiality restrictions.
• Manage and troubleshoot office systems including telephone voicemail and information technology.
• Assist with setting and enforcing office management and organization operation policies in conjunction with organization leadership.
• Contact and interface with vendors customer service and contractors as necessary.
• Monitor and oversee maintenance of equipment in office and support for athome offices.
• Assist with preparing agendas and supplemental materials and supplies for meetings including Board meetings.
• Contribute to a positive and welcoming workplace atmosphere.

Operations Support

• Assist Development and Communications as needed in event support.
• Collaborate with Legal Comms Policy Advocacy Development and Executive to meet operational needs.
• Support Legal as needed including conducting legal intakes and assisting with document production or court submissions.

Education and Experience

Required

• Prior work experience that demonstrates professionalism and discretion
• Selfdirected with an ability to take initiative to proactively understand and resolve problems.
• Exercise good judgement in stressful circumstances and in a dynamic environment.
• Experience with Microsoft Office applications.

Preferred

Knowledge of HR and Labor compliance.

Competencies

Required

• Meticulous organizational skills and demonstrated ability to manage details.
• Ability to work independently and follow through with a minimum of direct supervision.
• Ability to work collaboratively in a dynamic environment with fellow ACLUDC staff and outside contractors while managing several projects simultaneously and adjusting to frequently shifting immediate demands with a diplomatic touch.
• A customerservice mindset with strong interpersonal skills and track record of working effectively with colleagues at all organizational levels and with external stakeholders.
• Desire to problemsolve and proactively seek solutions
• Desire to learn and develop professionally.
• Proficiency with office technology and information systems including databases online communications word processing spreadsheets and video conferencing.
• Experience exercising discretion and confidentiality with sensitive information.
• Strong belief in the ACLUs mission and work and in preserving and defending the civil rights and individual liberties guaranteed by the US Constitution and District of Columbia laws.
• Commitment to diversity and respect for differences in race ethnicity age sexual orientation gender identity religion ability and socioeconomic circumstance.

Individuals who have been directly impacted by the criminal justice system are strongly encouraged to apply.

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

Supervisory Responsibilities

This position has no supervisory responsibility.

Work Environment

• Organization is hybrid. This position is expected to be onsite with an option for hybrid in coordination with the DD.
• Onsite environment is a professional office.

Travel Required

Occasional travel within the DCarea may be required.

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Work Authorization/Security Clearance Requirements

Must be legally authorized to work in the United States.

Diversity & Equal Opportunity Statement

The ACLU of the District of Columbia is an Equal Employment Opportunity Employer. We are committed to maximizing our teams diversity and want to involve all those who can contribute to our inclusive culture. We support all qualified individuals within our workforce without regard to race color gender sexual orientation gender identity and expression age national origin marital status citizenship disability veteran status and any other characteristic protected by applicable law. We are committed to supporting persons with disabilities in their work and encourage their request for needed job accommodations.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Required Experience:

IC