OFFICE MANAGER JOB DESCRIPTION – August, 2010 Compensation: The Office Manager position is a full-time salaried position. Immediate Supervisor Office manager will report to and be evaluated by Executive Director. Qualifications Experienced in generally accepted accounting principles Proficiency in Microsoft Office; Quickbooks, and database management Strong Internet experience and ability to trouble shoot technical (hardware and software) problems Administrative experience, preferably nonprofit Strong organizational skills Demonstrated community involvement Ability to work well with others Ability to multi-task and adapt to shifting priorities Responsibilities Membership Program Maintain current membership database and historical records Process membership renewal cycle letters/notices Invoice for pledges Generate acknowledgements for gifts Assist with campaigns for increasing membership Accounting and financial procedures Receive, record and deposit ALL income Accounts Payable processing and posting Administrative support for Board and all committees Generate timely financial reports for Finance and Audit Committees + for Board meetings Monitor all accounts and report on quarterly projections Monitor and insure compliance with all legal requirements (labor & financial) Assist in annual budget preparation and monitoring Balance funds between Xcel database and Quickbooks Coordinate payroll processing with CPA and pay federal & state payroll taxes Assist with year-end financial audit and the closing of the books Maintain financial records for fundraising events Land Protection Duties Assist with land protection closings File tax exemption reports on all newly purchased lands (includes stormwater management fees and other state fees) For newly closed projects, post fee land and conservation easement assets into Quickbooks Record Keeping Responsible for maintaining legal, financial and project records/files (both on-site and in permanent storage) Manage post-closing land protection project documentation Re-accreditation support for E.D. General Office Duties Insure smooth running of office with regard to communications, supplies, records, mailings, meetings Answer phone IE Duties Install, update, and maintain all computers – hardware and software Maintain Internet service and network Maintain other technology as needed Maintain phones Backup weekly all data on all computers Events Provide on-going P&L’s to Development Committee chair Sell tickets and provide event and membership information Maintain accounting file of income and expenses by line item for all events Other duties File office and accounting records Pick up and deliver mail Support Executive Director as needed Attend Finance, Audit and Board meetings Other duties as needed
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OFFICE MANAGER JOB DESCRIPTION – August, 2010

Compensation:

The Office Manager position is a full-time salaried position.

Immediate Supervisor

Office manager will report to and be evaluated by Executive Director.

Qualifications

Experienced in generally accepted accounting principles
Proficiency in Microsoft Office; Quickbooks, and database management
Strong Internet experience and ability to trouble shoot technical (hardware and software) problems
Administrative experience, preferably nonprofit
Strong organizational skills
Demonstrated community involvement
Ability to work well with others
Ability to multi-task and adapt to shifting priorities

Responsibilities

Membership Program

Maintain current membership database and historical records
Process membership renewal cycle letters/notices
Invoice for pledges
Generate acknowledgements for gifts
Assist with campaigns for increasing membership

Accounting and financial procedures

Receive, record and deposit ALL income
Accounts Payable processing and posting
Administrative support for Board and all committees
Generate timely financial reports for Finance and Audit Committees + for Board meetings
Monitor all accounts and report on quarterly projections
Monitor and insure compliance with all legal requirements (labor & financial)
Assist in annual budget preparation and monitoring
Balance funds between Xcel database and Quickbooks
Coordinate payroll processing with CPA and pay federal & state payroll taxes
Assist with year-end financial audit and the closing of the books
Maintain financial records for fundraising events

Land Protection Duties

Assist with land protection closings
File tax exemption reports on all newly purchased lands (includes stormwater management fees and other state fees)
For newly closed projects, post fee land and conservation easement assets into Quickbooks

Record Keeping

Responsible for maintaining legal, financial and project records/files (both on-site and in permanent storage)
Manage post-closing land protection project documentation
Re-accreditation support for E.D.

General Office Duties

Insure smooth running of office with regard to communications, supplies, records, mailings, meetings
Answer phone

IE Duties

Install, update, and maintain all computers – hardware and software
Maintain Internet service and network
Maintain other technology as needed
Maintain phones
Backup weekly all data on all computers

Events

Provide on-going P&L’s to Development Committee chair
Sell tickets and provide event and membership information
Maintain accounting file of income and expenses by line item for all events

Other duties

File office and accounting records
Pick up and deliver mail
Support Executive Director as needed
Attend Finance, Audit and Board meetings
Other duties as needed