Position Summary 

The Operations Officer will manage Climate Emergency Fund’s operations, administration, human resources, and legal compliance. You will play a critical role in driving operational excellence and organizational efficiency to ensure that Climate Emergency Fund can effectively advance its objectives.

Climate Emergency Fund is a funding intermediary, a non-endowed fund. That means that we raise everything that we grant. As a result, our operations involve a lot of financial transactions. You will ensure efficient functioning and documentation for all financial systems, including deposits, disbursements, billing, and bookkeeping. 

You will run our back-office and our virtual office, supporting all members of our small team. You will manage and work with vendors, including our CPA, Auditor, HR Firm JustWorks, Tech Support Firm, and mail services vendor.

This is a full-time, fully remote opportunity, based in the US.
Salary will be $70,000-$85,000 commensurate with experience. We offer a benefits package and work-from-home stipend.

Responsibilities will include:

Finance and Bookkeeping: 

• Maintain our financial records in preparation for the annual audit and 990 using Quickbooks.

• Liaison to 3rd party CPA firm and Auditor.

• Process invoices, debit card payments, outgoing wires, and expense reimbursements.

• Share incoming contributions with the Development Team and work closely with them to ensure proper allocations.

• Reconcile donations monthly with development team.

• Prepare financial reports and statements as needed.

Maintain our Virtual Office:

• Work with IT vendors like Planet Magpie to oversee our cyber security protocols, including implementation and management of our anti-phishing software, data back-up, and other processes.

• Maintain organized files in our Google Drive.

• Assist with maintenance and organization of Asana.

• Assist with maintaining team calendars and scheduling.

Communications:

• Oversee our physical and digital mailbox accounts and serve as the first point of contact for inquiries.

• Manage overall functionality and appearance of the organizational website, overseeing regular updates of page formatting and content in conjunction with the team.

• Edit and update donor-facing communications and documentation.

• Execute Mailchimp sends to our subscribers.

• Keep Mailchimp mailing list updated.

Human Resources: 

• In conjunction with our  JustWorks, administer payroll, health insurance, and employee services, ensuring best practices are followed.

• Review and store contracts with 3rd party vendors.

• Implement internal policies around conflict of interest, confidentiality, ethics, etc.  

• Support the Executive Director with administering board and employee onboarding and offboarding.

• Support Executive Director with scheduling Board Meetings. 

Support Executive Director

• Assist with tracking Executive Director’s priorities and action items.

• Assist with Development Director’s meetings: prep, attend, take notes, and coordinate follow-up/action items.

• Support virtual and in-person event planning, maintenance of RSVP lists, etc.

• General support as needed including responding to urgent requests.

Legal and Compliance: 

• Manage our annual filings and charitable registrations.

• Work with JustWorks to ensure we are compliant with state and federal laws.

• Work with JustWorks and CPA to process W-9s and prepare 1099s at year-end.

• Other duties as assigned - we are a small, evolving team. 

Necessary Qualifications:

• A minimum of four years experience with progressive responsibility in non-profit operations, including finance. 

• Must embrace the mission and approach of Climate Emergency Fund. Preference for people with experience taking action as part of the climate movement.

• Detail oriented, flexible, collaborative, and positive team player. 

• Experience managing vendors. 

• Experience with in-person and virtual event planning and execution.

• BA/BS degree preferred, but not required. We appreciate that academic achievement is only one indicator of ability, and value professional experience in hiring for this position.

• Excellent communication skills, both verbal and written, including editing skills.  

• Tech savviness is a must for this remote position:

• Mastery of Google Workspace: Gmail, Google Docs, Google Calendar, and Google Drive.

• Strong skills in spreadsheets: Google Sheets and Excel.

• Experience with bookkeeping software like Quickbooks. 

• Ability to learn and master new software quickly. Knowledge of Asana, Squarespace, Mailchimp, and Raiser's Edge are a plus. 

• A great teammate and collaborator who is helpful, flexible, respectful, and positive when under pressure. 

• Highly organized with the ability to prioritize and balance multiple projects and switch easily between tasks.

• Able to work well independently, use judgment, and the ability to make sound decisions without supervision.

• Trustworthy and experienced at handling confidential information.

• A desire to continually refine and improve our processes and systems. 

Climate Emergency Fund (CEF) is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

CEF values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

How To Apply:

Candidates are invited to submit a resume and cover letter to jobs@cefund.org with the subject line “Operations Officer” by Sept. 30, 2024.

We understand this job description may not capture all the traits we are seeking. We invite candidates with valuable knowledge and skills not listed in this job description. Please specify in your cover letter why you want to work with Climate Emergency Fund, and what about our mission speaks to you.