OFFICE MANAGER for FLATHEAD LAND TRUST
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 the Board of Directors and staff, as well as monitoring membership and grants. As a non-exempt part-time position (30 hours/week), the employee will be eligible for pro-rated benefits including a 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. The employee will be expected to work 4-5 days during the week.
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. The employee must be able to work independently and is often first in the line of contact with the general public, professional partners and 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 soliciting and processing contributions 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, office supplies, etc.
• Provides support to Board of Directors by organizing regular meetings and retreat logistics, preparing and distributing requested Board documents (agendas, board book materials, reports).
• Provides 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 including processing mail, making bank deposits, preparing invoices, working with vendors and contractors, assisting callers, etc.
• Supports staff as needed.
2. Fund Development and Contributions Management (30%)
• Monitors membership and helps to increase donations through appeal mailings. Tracks donations, maintains and produces membership data, sends tax receipts.
• Tracks timelines and reporting requirements for all non-federal related grants; tracks grant drawdowns; maintains related grant records.
3. Land Trust Alliance Standards and Practices (10%)
• Updates FLT Policies and Procedures binder as an organization resource.
• Updates the General Operations Manual as necessary.
4. Human Resources (10%)
• Liaises with bookkeeping services to provide payroll and benefits support.
• Provides new employee procedures and paperwork (i.e., W-4 forms, 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. A college degree is 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, Microsoft Word processing software, and eTapestry.
• Familiar with financial statements and basic bookkeeping.
• Experience doing mail merge projects.
• Able to work independently with minimal supervision.
• Willing to work an occasional evening or weekend day.
Flathead Land Trust is an equal opportunity employer offering $12-$15/hour, depending on experience and qualifications, for 30 hours/week, a Simple IRA matching retirement contribution and payment into a qualified health plan.
Please send cover letter, resume and three references online to: email@example.com or mail to Flathead Land Trust, P.O. Box 1913, Kalispell, MT 59903.
Deadline is Friday, January 31, 2014