Operations Specialist

Job Description

The Kansas Bar Association is seeking a highly organized, detail-oriented Operations Specialist to support the Executive Director and oversee specialized functions including bookkeeping, payroll, timekeeping, building maintenance, and other business operations. This role works closely with the Executive Director to support the execution of strategic initiatives. The successful candidate is customer- and service-minded, an enthusiastic self-starter, and exercises superb judgment. This position handles a significant amount of sensitive information and requires the highest degree of trust, discretion, and confidentiality.

• Primary oversight of accounts receivable and accounts payable; ensures operational efficiency.
• Generates invoices as needed; reviews A/R aging reports and sends payment reminders.
• Maintains meticulous financial records; adheres to document retention and destruction policies.
• Coordinates and prepares materials for finance committee meetings, including financial presentations and reports.
• Reconciles monthly credit card statements; manages staff expense reports, verifies validity of receipts.
• Serves as point of contact for financial inquiries and reports, providing guidance on budgetary compliance and available funding and resources.

• Manages employee onboarding, offboarding, and maintains HR files.
• Assists with administration of employee benefits programs, including health, dental, vision, and life insurance plans, retirement plan, and employee assistance plan.
• Oversees annual open enrollment.
• Serves as point of contact for benefit providers and assists staff with benefit questions.
• Manages the payroll functions and oversees the collection, review, verification, approval, and processing of timesheets, ensuring compliance with timekeeping policies.
• Maintains comprehensive payroll, benefit, and HR records; manages staff PTO requests.

• Manages and maintains staff calendar and assists with Executive Director scheduling and calendar. Exercises discretion in scheduling high-level meetings based on organizational priorities.
• Serves as primary contact for incoming inquiries, screening and prioritizing phone calls, emails, and other correspondence.
• Drafts, reviews, and revises reports, presentations, and other critical organizational documents.
• Prepares Board meetings packets, including agendas and minutes, noting any key follow-up actions.
• Independently analyzes and resolves complex member inquiries, providing strategic solutions and expert guidance on member concerns and grievances.
• Supports annual membership renewal process.

• Oversee all aspects of building functions, operations, and maintenance.
• Point of contact for building maintenance, ground maintenance, and other services providers.
• Maintains accurate vendor files, including contracts, certificates of insurance, and W-9’s.
• Assists Executive Director with RFP process, as needed.
• Schedules appropriate safety inspections.
• Ensure the building meets health and safety requirements.
• Coordinates all routine safety and evacuation drills.

• Bachelor’s degree or equivalent experience in business administration or related field.
• Minimum of 2 years of experience in an administrative assistant role or similar; experience with payroll and benefits is preferred.
• Minimum of 2 years of experience working in databases, CRM systems, relationship management, or project management platforms.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Teams).
• Experience with Quick Books or other accounting software platform is strongly desired.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• Demonstrates excellent communication, interpersonal, and relationship-building skills to work effectively with diverse groups of internal and external stakeholders.
• Self-motivated, self-directed team player with a high level of professionalism and emotional intelligence.

Additional duties and responsibilities may be added to this job description at any time. The job description does not state…