Location

Phoenix

Department

Administrative

Deadline date

Position open until filled

The ACLU of Arizona—a leader in the fight against mass incarceration, discrimination in public education, and threats to LGBTQ equality and immigrants’ rights—is seeking a full-time Office Coordinator responsible for overseeing day-to-day operations of our Phoenix office, including answering and routing incoming calls, working with outside vendors, handling various basic bookkeeping functions, and orienting and onboarding new employees and non-legal interns.  While the position is based in Phoenix, the Office Coordinator also will be responsible for ensuring our two-person Tucson office is functioning smoothly.

RESPONSIBILITIES:

Office Administration   

  • Answer and route all incoming calls.
  • Ensure a tidy, organized and cohesive work environment for the office’s staff and volunteers.
  • Purchase/ maintain office equipment including computers, computer network, printers, copiers and phone system.
  • Assist other staff in the use of office equipment.
  • Ensure the provision of office supplies; maintain & organize inventory.
  • Maintain pre-paid bulk mail/periodical postage accounts and regular postage meter account (in-house).
  • Act as a liaison with the landlord.
  • Manage files, storage and archiving procedures, including updating of, and ensuring compliance with, records retention and confidentiality guidelines.
  • Facilitate communication among the staff by scheduling regular meetings and maintaining central calendar of office meetings.
  • Facilitate the disposal of surplus ACLU-AZ equipment.

IT/Communications

  • Work with IT consultants to maintain staff and volunteer workstations, including upgrading software and hardware, troubleshooting and configuring for end users and ensuring the general day-to-day maintenance of the computer network, including coordinating e-mail server, anti-virus and spam filter upgrades; 
  • Ensure that the ACLU-AZ is compliant with National’s technological protocols (donor/e-mail databases).
  • Develop best practices for all IT related issues, including email usage, document storage and security. 
  • Administer users and content for the ACLU intranet;
  • Coordinate communications systems, including phones, copiers, fax, and printers, including procurement, maintenance and supplies.

Bookkeeping

  • Handle AP, AR and work with development staff  to ensure weekly reconciliations between Quickbooks and donor database.
  • Work with Finance Director to ensure the timely completion of bank reconciliations, general ledger entries, and financial reports for the board of directors.
  • Ensure timely completion of reports and forms for the National ACLU and State of Arizona, including lobbying reports, charitable organization renewals, corporation commission reports and tax forms.

Human Resources

  • Ensure timely collection of time sheets biweekly.
  • Maintain personnel files;
  • Ensure timely enrollment of employees in various health insurance (medical, dental, long term disability) and retirement plans.
  • Facilitate postings of new staff positions on various non-profit Web sites; maintain and build distribution lists for job postings; ensure that job postings are provided to venues that will help create diverse applicant pools.
  • Orient new employees by providing employment policies and forms using new HR platform. 
  • Maintain contact information and signed confidentiality agreements for all staff, volunteers and interns.
  • Report to National on human resources issues as necessary, including pension and salary surveys.
  • Manage orientation of new employees (introduction to local and national staff and organization, provide training manuals and employment forms, review local and national websites and resources).
  • Assist with non-legal volunteer orientation and maintain database of volunteer contact information and dates of service.
  • Coordinate non-legal volunteer help for all staff-initiated mailings and special projects.
  • Ensure staff/volunteer recognition.

QUALIFICATIONS:

  • Minimum of 2 years bookkeeping and office coordination/administrative support experience in a professional environment. 
  • Knowledge of generally accepted accounting principles and procedures and their application to basic accounting transactions.
  • Proficiency with Quickbooks Non-Profit Edition and sophisticated computer and clerical skills, including Microsoft Word, Excel, Outlook and PowerPoint.   
  • Ability to set priorities and meet deadlines on concurrent projects in a fast-paced, occasionally stressful environment.
  • Ability to develop effective organizational systems and understand the practices and policies that are necessary to help maintain a high-performing, employee-friendly office environment. 
  • A confident and professional work style, superior problem solving skills, and an ability to work creatively and independently. 
  • Impeccable organization skills with high attention to details.
  • Excellent oral and written skills. The ability to communicate and work effectively with volunteers, staff, board members, and the general public. Attention to detail and superior proofreading skills are a must.
  • Fluency in Spanish is preferred. 
  • Understanding of, and passion for, ACLU mission. A commitment to diversity; a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, religion, ability and socio-economic circumstance, and able to work with diverse individuals within the organization and broader community.
  • A deep and well-articulated commitment to civil liberties and social justice.
  • Demonstrated ability to work in an intensely collaborative, team-oriented environment.
  • Demonstrated commitment to diversity using a personal approach that values all individuals and respects differences in race, ethnicity, age, gender identity and expression, sexual orientation, religion, ability and socio-economic circumstance, and record of arrest or conviction.
  • Demonstrated commitment to working collaboratively and respectfully toward resolving obstacles and/or conflicts.
  • Demonstrated commitment to non-partisanship per ACLU policy that stipulates the ACLU will not endorse or oppose a candidate or political party in the process of voter education or mobilization work.
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor.
  • Valid automobile driver’s license and dependable vehicle, and ability to travel around the state as necessary.

COMPENSATION:

Compensation for this position is negotiable and depends on experience and is highly competitive.  Benefits include generous vacation and sick leave; medical, vision, and dental insurance; life and long-term disability insurance; defined contribution plan with employer match; and 12 paid holidays.

TO APPLY:

Send a cover letter explaining your interest in and qualifications for the position as detailed in this announcement, a current resume, names and contact information of three professional references (including at least one supervisor) by email to info@acluaz.org. Include “Office Coordinator” in the subject line of your email. Please submit your cover letter and resume files in the following formats: “Last name, First name- Cover Letter” and “Last name, First name- Resume”. Please also indicate in your cover letter where you heard of this career opportunity. No phone calls or walk-ins, please.  Applications will be accepted until the position is filled.

ABOUT THE ACLU:

For the past nearly 100 years, the ACLU has been at the forefront of every major civil liberties fight in our country’s history. Whether it’s ending mass incarceration, achieving full equality for the LGBT community, establishing new privacy protections for our digital age, or preserving the right to vote, we take up the toughest civil liberties issues to defend all individuals from government abuse and overreach. With ACLU affiliate offices in all 50 states, Washington, D.C., and Puerto Rico, we fight tirelessly in the courts, legislatures, and through community engagement to ensure that all individuals’ rights are protected. We are a passionate, highly motivated group of lawyers, public policy experts, lobbyists, community organizers, and fundraisers, and we’re looking for exceptional talent to join our team.

This is an incredibly exciting time to join the ACLU. ACLU membership in Arizona has increased from 5,000 before the November 2016 election to more than 18,000 members today. In celebration of the ACLU’s 100th anniversary in 2020, the organization is building a more expansive advocacy infrastructure to increase its effectiveness in achieving public policy objectives. The organization is growing rapidly and has identified critical policy objectives that need proactive campaigns to succeed.

The ACLU of Arizona is a nonprofit, nonpartisan, public interest organization dedicated to the defense and expansion of civil liberties and civil rights in Arizona. Our four strategic priority areas are: criminal justice reform, education equity, LGBT equality and immigrants’ rights. The ACLU of Arizona has 22 staff members, 17 board members, more than 18,000 members, and an annual operating budget of $3.1 million.  Additional information about our work can be found at: www.acluaz.org

The ACLU of Arizona comprises two separate corporate entities, the American Civil Liberties Union of Arizona and the ACLU Foundation of Arizona. Both the American Civil Liberties Union of Arizona and the ACLU Foundation of Arizona have the same overall mission and share office space and employees. The ACLU has two separate corporate entities in order to do a broad range of work to protect civil liberties.

To learn more about the work of the ACLU, please visit www.acluaz.org and www.aclu.org.

ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction.