Operations Coordinator (Purchasing & Corporate Insurance)

Job Description

Job Description

Maryland Legal Aid (MLA) provides life-changing civil legal assistance to eligible residents in every part of the State.

Since 1911, MLA has provided high-quality legal services to low-income, and marginalized individuals and communities helping them remedy their civil legal issues and become empowered to overcome challenges, achieve stability and independence, and an overall better life.

MLA is dedicated to preserving the basic human needs and basic human rights of clients, particularly as they navigate the justice system.

MLA staff, pro bono attorneys, community partners, and general supporters all play important roles in ensuring that the legal playing field is leveled so that those most in need achieve equal access to justice.

It is because of this diverse support that MLA is able to be a voice to tens of thousands of economically disadvantaged and vulnerable Marylanders every year.

As part of MLA’s Administrative Services Unit (ASU), the Operations Coordinator (Purchasing & Corporate Insurance) handles purchasing and insurance matters for Maryland Legal Aid’s (MLA) departments / offices statewide.

This position interfaces with external insurance broker Account Managers and internal stakeholders to ensure that corporate insurance coverages remain in effect.

The operations coordinator will assist with the annual department budget of the Administrative Services Unit. This position reports to the Director of Administrative Services and works in partnership with the Administrative Services Unit staff, Information Technology staff, Office Managers, Administrative Assistants, and Vendors.

Duties and Responsibilities :

Purchasing

• Review and process purchase requisitions received from departments / offices in accordance with approved purchasing policies and procedures.
• Utilize accounting software to create purchase orders and enter invoices, ensuring proper assignment of cost centers.
• Administer the invoice approval process in accordance with MLA’s purchasing policy and procedures.
• Maintain a variety of tracking logs related to invoicing.
• Obtain and compare competitive bids and quotes from vendors and negotiate purchase prices and terms related to the purchase of furniture, equipment, consumable office supplies, and services.
• Research and maintain a list of best pricing for supplies and services.
• Maintain the Baltimore City office's main supply room to ensure optimal supplies.
• Identify and evaluate opportunities for continued enhancement of purchasing procedures and processes.
• Maintain good working relationships with other MLA units, vendors, and business contacts.

Corporate Insurance

• Liaise directly with MLA’s external insurance Account Managers to ensure that all MLA and MCLA insurance policies (Business Owners, Workers’ Compensation, Crime, Cyber Liability, Fiduciary Liability, Flood, and Professional Liability / Malpractice) remain in effect via the timely supplication of requested insurance carrier data requests, on or before specified deadlines.
• Responsible for coordinating responses to annual insurance audits, obtaining required data and presenting the results and recommendations to the Director of ASU.
• Responsible for maintaining all insurance files, including underlying data, and updating them when necessary.
• Responsible for coordinating insurance coverage for special projects, as requested.
• Obtaining and / or providing Certificates of Insurance from MLA vendors or providing to external parties such as Grantors, Property Managers / Landlords, etc.

Budgeting

Assist the Director of ASU with developing ASU’s annual department budget. During the year, identify and research any subsequent budget anomalies identified by Finance.

Other Duties

Other duties, including special projects, as assigned by the Director of ASU.

Qualifications :

• Bachelor’s Degree and up to three years of related work experience or the equivalent combination of education and experience.
• Experience with supply purchasing, inventory control, and invoicing.
• Experience with corporate insurance.
• Budget development experience.
• Detail-oriented and able to handle multiple tasks in a fast-paced environment.
• Strong written and oral communication skills.
• Ability to work independently and to make independent decisions when circumstances warrant such action.
• Ability to work as part of a collaborative team.
• Strong interpersonal skills for working with vendors and co-workers.
• Working knowledge of Office 365, including Microsoft Office applications (Word, Excel and PowerPoint).
• Knowledge of accounting software is a plus.
• Ability to lift up to 50 lbs.
• Nonprofit experience is a plus or an interest in working in a mission-focused nonprofit environment.

Benefits

The salary range for this position is $47,000.00 - $60, 000.00. In addition, MLA provides employees with a generous benefits package that includes health, dental, vision, life insurance, a 401(k) retirement plan, 2 weeks paid time off, paid sick leave, 14 annual paid holidays, and more!

Additional Requirements

• Please submit a resume and cover letter describing your interest and qualifications with your online application.
• References will be required at the time of the final interview.
• No telephone calls, please. The position will remain open until filled.

Maryland Legal Aid is committed to equity, justice, and inclusion. As an equal opportunity employer, MLA seeks to hire individuals from diverse backgrounds and perspectives that reflect the communities we serve, including people with disabilities, people of color, women, and members of traditionally underrepresented groups.