The Office Manager oversees administration programs important to the organization’s operations and is responsible for managing basic financial tasks, general office management, support for Board of Directors activities, and some basic membership/grants tracking duties. At half time, this position was restructured from a full time Operations and Communications Manager to reflect fewer responsibilities with a part time position. As a non-exempt half time position, the employee will be eligible for pro-rated benefits including group health plan, vacation and sick leave, and a simple retirement plan. This position works closely with and is directly supervised by the Executive Director. Some limited evening or weekend work may be necessary.
SCOPE OF WORK
The Office Manager is an integral team member that ensures efficient operation within the organization necessary to carry out its mission, programs and services. In addition, this position is often first in line of contact with general public, our partners and our membership. The Office Manager has the following primary responsibilities: 1) general office administration, 2) financial management including day-to-day fiscal operations and coordination with tax/audit preparers, 3) fund development activities including contributions processing and acknowledgements, and federal and non-federal grants tracking, and 4) administrative support for the Executive Director and the Board of Directors.
AREAS OF RESPONSIBILITIES
1. Administration and Financial Management (50%)
- Under direction of Executive Director, manages day-to-day fiscal operations including liaising with the bookkeeping service, tax and audit preparers
- Regularly reviews facilities inventory and needs including office space and furnishings, hardware, software, etc.
- Provide support to Board of Directors by organizing regular meetings and retreat logistics, preparing and distributing requested Board documents (agendas, board book materials, reports).
- Provide staff support for the Finance Committee including scheduling meetings, providing agenda and other materials as directed by the Finance Committee chair or Executive Director, producing financial reports using QuickBooks, and recording meeting minutes.
- Initiates and processes money transfers for certain federal grants; file required federal financial reports as assigned; maintain accurate financial records of same.
- Performs office management duties include processing mail, making bank deposits, preparing invoices, working with vendors and contractors, assisting callers, etc.
2. Fund Development and Contributions Management (30%)
- General membership retention including processing appeal mailings, gift entry, acknowledgment, data base maintenance, and producing statistical reports.
- Track timelines and reporting requirements for all non federal related grants; track grant draw downs; maintain related grant records.
3. Land Trust Alliance Standards and Practices (10%)
- Create and maintain an updated FLT Policies and Procedures binder as an organization resource.
- Update the “General Operations Manual” as necessary.
4. Human Resources (10%)
- Regularly reviews employee policies and employee benefits ensuring they are legally sound, fair, current, and competitive with similar organizations
- Liaises with bookkeeping services to provide payroll support
- Coordinates the hiring process, to include new employee intake process and paperwork (i.e., W-4, insurance, retirement plan, issuing keys, etc.)
Candidates should have at least two years experience in an administrative role, including basic financial management and general understanding of Quick Books and accounting practices. Experience with non-profit organizations in some capacity is preferred. College degree preferred or comparable experience. The position requires the employee to also have the following qualifications:
- Outgoing, enthusiastic and friendly personality.
- A genuine interest and enthusiasm for private voluntary land conservation.
- Good communication and organizational skills with attention to details.
- Strong computer skills; experience with databases, Excel spreadsheets, and Microsoft Word processing software.
- Familiar with financial statements, basic bookkeeping using Quickbooks.
- Experience doing mail merge projects.
- Able to work independently with minimal supervision.
- Willing to work an occasional evening or weekend day.