Operations Manager

The Illinois Prison Project (IPP) is a nonprofit organization in Chicago that seeks to reduce mass incarceration by providing legal services to individuals incarcerated in the Illinois Department of Corrections. We focus on novel and creative approaches to prison reduction including mass commutation campaigns, sentence restructuring, public education, and advocacy.

IPP is hiring for a full-time Operations Manager who will serve as the main operations and financial point of contact for a staff of approximately 30 with additional interns, law clerks, Ambassadors, and contractors. The Operations Manager will supervise and ensure smooth daily internal operations, processes, and administrative functions, maintain accurate financial records, complete financial grant reporting, ensure compliance with accounting standards, assist with human resources, supervise IPP’s Office Manager, and oversee auditing. IPP is looking to fill this position as soon as possible; ideally the candidate will be able to start in July or August 2024.

The ideal candidate will have a strong track record of managing people and backend services for a nonprofit and should be skilled in human resources, finances, and operations. The Operations Manager should be a resourceful self-starter who is able to work independently, creatively, and efficiently to accomplish a wide variety of tasks. 

IPP requires all team members to be fully vaccinated for COVID-19. Proof of vaccination will be required.

Responsibilities include:

Accounting & Finance (50%)

• Manage organizational finances to ensure that books are accurate, in order, and up-to-date, and that financial reporting is produced in a timely manner; 
• Complete monthly financial reconciliation in Quickbooks; 
• Produce monthly and quarterly vouchers for state and federal grants;
• Oversee and supervise expense reimbursement, mileage reimbursement, and payment of bills/invoices;
• Oversee and manage indirect cost negotiations;
• Engage with the Leadership Team to monitor budgets throughout the year;
• Serve as an administrator on IPP’s bank account and supervise the resolution of any financial or banking issues that arise;
• Liaise with external accounting and auditing teams to coordinate annual audit, and complete annual state and federal 990 tax filings;
• Supervise the collection of receipts from employees and reconciliation of credit card statements; and
• Process accounts payable and cash receipts ensuring accurate allocation of expenses, contributions and partner payments.

Human Resources & Payroll (25%)

• Supervise new employee and contractor onboarding and offboarding, including enrollment and termination of benefits, payroll, I-9 verification (and track document expirations), and other HR-related tasks;
• Ensure ongoing compliance with state-required staff trainings (e.g., sexual harassment training);
• Serve as the point person with payroll company (Paylocity) for payroll administration and expense/mileage reimbursements; liaise to resolve any payroll or tax issues that arise;
• Oversee insurance compliance and renewals; 
• Oversee time tracking for the team, including monthly and quarterly reporting for grants;
• Serve as an administrator on IPP’s 401k account and supervise bi-monthly transfers and employer contributions; supervise the resolution of any 401k-related issues or changes that arise; and
• Supervise enrollment, termination, and changes in employee benefits and serve as a liaison with external benefits coordinator.

Supervision (20%)

• Provide regular supervision to the Office Manager and oversee their daily work; delegate tasks to the Office Manager accordingly;
• Lead weekly supervision one-on-ones with the Office Manager; and
• Lead and prepare agendas for the weekly Administrative Team meeting to talk through administrative updates and needs, which includes the Executive Director, Deputy Director, and Office Manager.

Miscellaneous (5%)

• Develop, update and maintain operations-related manuals; and
• Assist with other administrative tasks as needed.

Desired Qualifications:

• A Bachelor’s degree or have had an equally effective and relevant alternative educational or professional experience; a degree or certification is business, accounting, bookkeeping, and/or nonprofit management is a plus;
• At least five years of experience in operations, finance, and bookkeeping, including with both Paylocity and Quickbooks Online or equivalent systems;
• At least one year of experience supervising other staff members;
• Experience and familiarity with completing financial reports for state and/or federal grants;
• Experience with preparing 990 tax filings and their equivalent;
• Extremely detail-oriented; has a proactive approach to managing logistics and administrative tasks; has a true passion for and experience with organizing as well as developing and implementing organizational systems (both digitally and physically); regularly takes initiative to support where needed;
• Excellent critical thinking skills; the ability to problem-solve creatively;
• Familiarity and excellent proficiency with technology and technological platforms; comfortability with learning new platforms as needed; proficiency and experience with operating as the administrator on technology platforms;
• Ability to manipulate and manage data on Microsoft Excel and Google Sheets;
• Ability to handle details of a highly confidential and critical nature;
• Excellent personal and professional communication skills (verbal and written);
• The ability to work independently and as part of a team;
• A collaborative work style and the ability to respond positively to constructive feedback;
• Ability to work in a fast-paced environment; and
• Has self-starting skills with the ability to flex their skills across a wide range of operational and administrative responsibilities.

Location: A hybrid work environment, including working remotely and out of IPP’s office at 53 West Jackson Blvd in Chicago, IL. It’s preferred that candidates live in the Chicagoland area and be able to work regularly from IPP’s office.

Reports To: Deputy Director

Illinois Prison Project is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion or belief, sex, pregnancy, national or ethnic origin, age, disability, marital or parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Illinois Prison Project believes that diversity and inclusion among our teammates is critical to our success as an organization, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Compensation: This is a full-time position with a starting salary of $65,000 and planned quarterly bonuses making the total salary equivalent to $76,990 - $100,084 in accordance with IPP’s pay scale which is based on experience. Additional compensation includes:

• $500 stipend towards professional development each fiscal year
• 20 days of vacation leave each fiscal year
• 12 paid holidays off, plus a weeklong office closure in August and a weeklong office closure between Christmas and New Year
• Half day Fridays year-round (office closes at 12:30pm)
• Unlimited sick & wellness time
• Health insurance (75% employer paid for employee, 50% employer paid for dependents)
• Dental insurance (75% employer paid for employee, 50% employer paid for dependents)
• Vision insurance (75% employer paid for employee, 50% employer paid for dependents)
• Short-term and long-term disability insurance (100% employer paid)
• Life insurance (100% employer paid)
• 401(k) (both pre-tax and Roth options) plus a $1,000 annual employer contribution

How to Apply:

• Please submit one PDF document with 1) a resume, 2) a cover letter, and 3) three professional references via email to hiring@illinoisprisonproject.org with “Operations Manager” in the subject line.
• Applicants will be reviewed on a rolling basis.
• Due to the large volume of applicants, we will not be able to reply to individual emails about an applicant’s status. No phone calls, please. Only applicants who are selected for an interview will be contacted.