Description

Confluence Public Health Alliance (Confluence) is a non-profit organization that unites Montana’s public and environmental health workforce. Confluence serves as a strategic alliance for three longstanding and independent professional membership associations: the Association of Montana Public Health Officials (AMPHO), the Montana Environmental Health Association (MEHA), and the Montana Public Health Association (MPHA). Collectively, the Confluence alliance serves all 60 local health and tribal departments and a network of more than 700 members across the state. 

Confluence forms a unified voice for Montana’s public health system through: (1) policy strategy and grassroots advocacy and (2) workforce development. Confluence launched in 2022 and will embark on its next strategic phase in spring 2026. More information is available at www.confluencepha.org. 

Position Overview 

Confluence seeks an Operations Manager to lead core operational systems, including membership, governance, human resources, and program/grant reporting, while supporting a fully remote staff across Montana and coordinating routine accounting functions. Working closely with the Executive Director, this position plays a vital role in ensuring the smooth internal functioning of Confluence’s systems and platforms. The Operations Manager develops, maintains, and refines policies, systems, and procedures that promote efficiency, compliance, and non-profit excellence. Confluence is looking for a detail-oriented problem-solver who takes initiative and brings vision, structure, and energy to Confluence’s work and mission.  

To Apply: Please submit a resume, cover letter and three references to lisa.dworak@cphamt.org. The cover letter is intended to provide a sample of the applicant’s personal writing style and communication skills.  Application review will begin on February 9th. Position is open until it is filled.  

For the full job posting please go to: www.confluencepha.org

Questions can be directed to Lisa Dworak at lisa.dworak@cphamt.org or 406-552-5011.  

Key Responsibilities 

Operations Management

• Collaborate with the Executive Director to develop and execute an annual operations plan that advances operational excellence and supports Confluence’s strategic plan and mission.
• Direct, manage, and enhance systems that allow for efficiency and smooth functioning of Confluence operations.
• Develop and operationalize policies and procedures aligned with strategic goals and reflective of the organization’s values.
• Conduct annual review and revision of operating policies and procedures.
• Review and negotiate contracts with third party vendors.
• Maintain contract agreements, timelines, and documentation for operational and programmatic vendor related activities.
• Manage processes to maintain accurate internal and external contact lists for Confluence’s governance, programmatic, event, and membership needs.
• Maintain understanding of nonprofit management with best practices and ensures compliance with federal, state, and local laws.
• Manage and improve digital platforms including website, membership database, Connected Community, newsletters, and internal tools.
• Explore opportunities for process automation, AI integration, and system upgrades.
• Maintain corporate records.
• Manage insurance policy renewals and annual Montana business filings. 

Fiscal Operations

• Work with the Executive Director and professional finance support to: Develop and maintain current accounting policies and procedures ensuring compliance with applicable laws. Maintain accurate and accessible financial information. 
• Ensure accurate coding of revenues and expenditures, including those requiring allocation across multiple classes and accounts.
• Process accounts payable; code invoices for payment; prepare reimbursements; and perform monthly reconciliation of program-related expenses.
• Manage billing process for earned revenue, such membership renewals, ensuring that invoices are sent and paid in a timely manner.
• Review monthly financial statements to ensure program and grant expenses are accurately classified.
• In consultation with leadership, participate in the development, management, and monitoring of annual budgets.
• Oversee travel logistics and reimbursement to ensure consistent processes and allowable use of grant and contract funds.
• Provide contracted finance support and outside auditors with assistance of necessary account information and documents to support 990 filing and an annual audit.  

Human Resources Support

• Assist with the recruitment, onboarding, training, and offboarding of staff.
• Support the management of employee benefits and ensure employee records are accurate and up to date.
• Assist in maintaining compliance with labor laws and nonprofit HR standards.
• Support leadership in the routine review and continuous improvement of the employee handbook and personnel policies.

Membership Management

• Engage with Association (AMPHO, MEHA and MPHA) members and the general public in a professional, responsive, and appropriate manner that advances the Corporation’s unified mission and strategic goals.
• Manage the Associations’ membership management processes, including leading member renewal outreach and overseeing membership data entry and management.
• Support membership growth through efficient systems management and annual project planning.
• Take initiative to ensure member data are current and integrated with other operational needs.
• Oversee member experience, satisfaction, and engagement trends to ensure continual improvement of membership strategy.  

Grant Management

• Track and support internal management processes for grant proposals, including maintaining current calendar of grant deadlines and associated progress report deadlines, grants outcomes and deliverables, and general grant records.
• Gather information for grant applications and reports, and collaborate with staff to develop program goals, target outcomes, and budget presentations.
• Coordinate grant writing and timely submission process with other Confluence team members. 

Governance Support 

• Provide administrative support to Corporation boards and committees, including scheduling; sharing of agendas and documentation; and taking minutes.
• Attend board and committee meetings monthly and as needed.
• Improve and maintain accessible, accurate board resources and records.
• Support Confluence staff in connecting unified strategic work and programmatic needs to Association boards.
• Support proactive internal tri-directional communication between Association Boards, Confluence Board, and staff.  

Information Technology

• Support and manage Confluence’s information technology (IT) systems.
• Provide troubleshooting and recommend technological solutions to improve efficiency.
• Develop and maintain databases and file retention systems.
• Develop and oversee cybersecurity protocols. Ensure digital security and privacy compliance.
• Manage equipment and software, including review and purchasing, to enable high quality, affordable, and seamless office systems.

Facilities

• Supports all Confluence staff by providing equipment necessary for functional workspaces and resources necessary to work remotely.

Disclaimer: This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All Confluence employees may be required to perform duties outside of their normal responsibilities from time to time, as needed, to meet the ongoing needs of the organization. 

Compensation & Benefits 

• Non-Exempt: Potential for salaried classification and compensation adjusted accordingly upon completion of probationary period.
• Hourly Rate: $33/hour
• Current Benefits:
  • Employer-paid health insurance
  • Matching retirement contributions
  • Generous PTO (15 days/year initially, increasing with tenure)
  • 14 paid holidays annually
  • Summer schedule (Fridays off between Memorial Day and Labor Day)
  • Remote work within Montana
  • Flexible work hours: Work can be completed flexibly. Some projects can be completed on a flexible, nontraditional time frame while others require being present during office or event hours.  

Requirements

Qualifications 

Successful candidates will have: 

• A passion for Confluence’s mission. 
• Demonstrated experience in managing operations within a growing organization. 
• A minimum of four years of progressively responsible operations experience in mission-driven environments. 
• Strong written and verbal communication skills. 
• Ability to manage multiple priorities in a fast-paced environment and work independently in a remote setting with minimal supervision.
• Ability to take responsibility for tasks and to be of service to staff, partners and Board of Directors as needed. 
• Familiarity with membership-based associations or collaborative networks.
• Experience with grant and contract management. 
• Proficiency in digital tools (e.g., sqaurespace, canva, membership platforms, website CMS, Microsoft 365).
• Ability to travel within Montana on a limited basis.

Essential Physical & Communication Requirements

This position is primarily sedentary and requires the ability to remain in a stationary position for extended periods, with occasional movement within an office or remote work environment.
The role requires the ability to operate standard office equipment, including computers, phones, and related technology.
The employee must be able to communicate effectively, both verbally and in writing, to exchange information with colleagues, members, and partners.
The position requires the ability to review written materials, perform basic mathematical calculations, and manage information with accuracy.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
 

Environmental Conditions  

Often, in an office environment with visits to external environments that could require walking, driving to and from various locations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.