Political Action Committee (Client) Operations & Compliance Specialist

Position Overview

We are seeking a highly organized and detail-oriented Political Action Committee (Client) Operations & Compliance Specialist to oversee operational, financial, administrative, and compliance activities associated with corporate political contributions and Political Action Committee operations.

This position plays a critical role in managing political contribution processing, regulatory reporting, financial controls, vendor contracts, audit documentation, and internal compliance procedures.

The specialist will coordinate with internal legal, finance, procurement, payroll, and executive leadership teams, as well as international disbursement operations, to ensure accurate and timely processing of political contributions in accordance with federal and state regulations and internal company policies.

The ideal candidate will have strong financial administration, regulatory compliance, documentation management, and cross-functional coordination experience.

Key Responsibilities

Client & Corporate Contributions Management

• Process, document, and track Client and corporate contribution checks in compliance with federal, state, and company guidelines.

• Review and interpret corporate contribution requests, including applicable pay-to-play laws and contributions to 527 political organizations.

• Serve as the primary point of contact with international disbursement teams regarding check issuance, processing, and supporting documentation.

• Maintain accurate records of contribution check numbers, approvals, and transactions to prevent skipped, duplicate, or unauthorized checks.

• Track and manage special Client and corporate contribution budget increases throughout the year.

• Ensure proper documentation and approval of all contribution requests.

Documentation, Records Management & Compliance

• Maintain physical and electronic Client records in accordance with corporate records retention policies.

• Administer records management systems and coordinate annual document destruction notifications.

• Maintain documentation supporting Senior Vice President (SVP) approvals for Client and corporate contribution requests.

• Manage and maintain approximately 20 Standard Operating Procedures (SOPs) supporting regulatory compliance and internal controls.

• Ensure documentation remains current, accurate, and audit-ready.

• Process and follow up on outstanding contribution checks on a monthly basis.

• Support internal audits, regulatory reviews, and compliance assessments.

Banking Operations & Positive Pay Administration

• Manage Positive Pay exceptions and banking file uploads for multiple corporate bank accounts, including federal and state-specific accounts.

• Coordinate weekly uploads of Client contribution checks to ensure accurate payment processing.

• Investigate and resolve Positive Pay exceptions and discrepancies.

• Maintain financial controls designed to prevent fraud and unauthorized transactions.

• Ensure banking activities comply with established financial procedures and regulatory requirements.

Regulatory Reporting & Legal Coordination

• Partner with corporate legal counsel and executive leadership to collect political contribution information for required regulatory reports.

• Coordinate the preparation of the Maryland Business Entity Report, including collection of personal contribution data from executive leadership.

• Prepare and support the submission of annual and mid-year political contributions reports.

• Coordinate with internal communications and compliance teams to publish and update political contribution reporting information on corporate websites.

• Manage website content updates through established change request processes.

• Provide accurate political contribution data for internal reporting, public disclosures, and regulatory filings.

• Maintain supporting documentation for compliance and audit purposes.

Client Membership & Payroll Coordination

• Maintain and update Client membership records and related databases.

• Coordinate payroll deduction information and resolve membership or contribution discrepancies.

• Manage exceptions requiring manual payroll uploads for state-specific Client accounts.

• Temporarily suspend or reactivate automated payroll processes in Workday as needed.

• Perform manual contribution data uploads into Client management systems such as Quorum.

• Ensure accurate reconciliation and documentation of payroll-related Client contributions.

Vendor & Contract Management

• Coordinate vendor contract reviews to ensure compliance with internal procurement and legal requirements.

• Partner with Procurement to facilitate contract renewals, purchase orders, and vendor payments.

• Maintain accurate vendor records, agreements, and supporting documentation.

• Utilize enterprise procurement and financial systems, including SAP and Fiori, to process purchasing and payment activities.

• Monitor vendor agreements and ensure timely completion of required administrative processes.

Client Strategy, Communications & Campaign Support

• Support Client strategy development and operational initiatives.

• Coordinate with internal Client engagement networks to distribute updated resources, materials, and communications.

• Assist with planning and execution of Client solicitation and employee engagement campaigns.

• Support the development of campaign communications and incentive gift strategies.

• Collaborate with internal stakeholders to improve Client participation, operational efficiency, and compliance processes.

Notary & General Administrative Support

• Provide notary services for Client-related documentation as required.

• Maintain confidential corporate and employee contribution information.

• Assist with special projects, compliance initiatives, and additional administrative responsibilities as assigned.

Required Qualifications

Experience & Knowledge

• Experience in financial operations, compliance administration, corporate contributions, regulatory reporting, or a related field.

• Familiarity with U.S. political contribution regulations, including federal and state requirements.

• Understanding of corporate compliance procedures, internal controls, and records retention requirements.

• Experience managing confidential financial information and regulatory documentation.

• Ability to coordinate multiple administrative and compliance processes simultaneously.

Technical Skills

• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.

• Experience with enterprise financial and administrative systems such as:

  • SAP

  • Workday

  • Fiori

  • Procurement and purchase order management systems

• Ability to maintain spreadsheets, databases, financial records, and compliance reports.

• Experience with electronic document management and recordkeeping systems.

Core Competencies

• Strong organizational and project management skills.

• Exceptional attention to detail and documentation accuracy.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities and meet strict reporting deadlines.

• Strong analytical, problem-solving, and reconciliation skills.

• Ability to collaborate effectively with Legal, Finance, Payroll, Procurement, and executive leadership.

• High level of professionalism, discretion, and confidentiality.

• Ability to interpret policies, procedures, and regulatory requirements.

Preferred Qualifications

• Previous experience supporting a Political Action Committee (Client) or corporate political contributions program.

• Knowledge of campaign finance regulations, pay-to-play restrictions, and 527 organizations.

• Experience with Positive Pay, banking reconciliations, or check disbursement processes.

• Familiarity with Quorum or similar Client management software.

• Experience coordinating regulatory filings and political contribution disclosures.

• Experience developing, maintaining, or auditing SOPs.

• Vendor contract administration and procurement experience.

• Notary Public certification preferred; may be required depending on assignment needs.

Key Areas of Focus

• Political Action Committee administration and contribution processing

• Campaign finance compliance and regulatory reporting

• Financial controls, Positive Pay, and banking operations

• Records retention, documentation management, and audit readiness

• Payroll coordination and Client membership administration

• SAP, Workday, Fiori, and Quorum

• Vendor contracts, procurement, and purchase order processing

• Cross-functional coordination with Legal, Finance, and executive leadership