Associate Director of Operations

Employment Type: Full-Time/Exempt

Wage: $90,000 - $105,000

Reports To: Director of People and Culture

Position Location: Bay Area, Los Angeles, Sacramento

Work Schedule: Four Day Work Week:
Two (2) days in office, two (2) days remote. However, there may be certain circumstances, like pressing deadlines or peak business periods, where it becomes necessary for the organization to temporarily switch to a five-day work week.

Climate action doesn't happen without an organization that runs well behind the scenes. Enviro Voters is looking for an operations professional who understands that accurate payroll, contracts, and reliable systems are what make the mission possible. If you take pride in getting the details right and making sure nothing falls through the cracks, this role was built for you.

• Four‑day work week for most of the year, with five‑day weeks during peak periods
• A central operations role with real ownership, spanning payroll, finance, contracts, facilities, and vendor management
• Direct experience with the financial complexity of a multi‑entity advocacy organization, working across a 501(c)(3), 501(c)(4), and PAC
• People leadership from day one, supervising a team of three Executive Assistants
• The chance to build and refine the systems that keep a fast‑moving climate and justice organization running smoothly
• Comprehensive benefits package, including health, vision, and dental coverage, 401(k) with employer match, 12 days PTO, 12 holidays, a year‑end office closure between Christmas and New Year, and additional benefits that support employee well‑being and work‑life balance

Associate Director, Operations is a central role at California Environmental Voters and the Ed Fund, responsible for keeping the organization running smoothly across payroll, finance operations, contracts, facilities, and office administration. This is a hands‑on, cross‑functional position with a heavy finance operations component, and includes direct supervision of three Executive Assistants. It is well suited for an experienced operations professional who finds satisfaction in building systems, sweating the details, and making the work of an advocacy organization possible behind the scenes.

• End‑to‑End Payroll Processing:
  Own end‑to‑End payroll processing in ADP Workforce Now, including regular cycle runs, off‑cycle payroll, and adjustments.
• Year‑End Payroll Compliance:
  Lead all year‑end payroll processes including W‑2 preparation and ACA reporting, ensuring accuracy and timely completion.
• Employee Support & ADP Administration:
  Serve as primary point of contact for staff payroll questions and ADP system issues; send bi‑weekly timecard reminders and follow up on outstanding submissions, ensuring timecards reflect accurate grant allocations across staff.
• Payroll Audit:
  Conduct ongoing payroll audits covering benefit deductions, system changes, and timesheet data accuracy.
• Physical Payroll:
  Process and mail physical ADP checks and check stubs as needed.

Our financial operations are detail‑intensive and require careful attention to grant allocations across three legal entities: a 501(c)(3), a 501(c)(4), and PAC activity. Accurate coding and record‑keeping across these entities is an essential requirement of this role.

• Accounts Payable:
  Create cover slips for vendor invoices with accurate grant and cost center coding, and route through Docu Sign for payment approval; download approved invoices, rename files, and send to the Finance partner for payment processing.
• Expense Reimbursements:
  Process employee expense reimbursements accurately and in accordance with organizational policies.
• Credit Card Program:
  Maintain the credit card tracking form, ensure proper GL coding, manage receipt collection from staff organization‑wide, and complete monthly reconciliation.
• Check Processing:
  Scan incoming checks, file appropriately, and route to the philanthropy team.
• Finance Coordination:
  Partner with Finance on GL coding questions and reporting needs; maintain audit‑ready records for all financial transactions, including documentation sufficient…