OFFICE MANAGER POSITION

Job Description

Are you an energetic person who enjoys working with people and contributing to the greater good? Shasta Land Trust is a successful, growing nonprofit organization seeking an experienced Office Manager to join our team to help inform people about the work we do and keep our office running smoothly and efficiently. As a local land conservation organization, we’ve protected nearly 24,000 acres of working agricultural ranches, blue oak woodlands, fly fishing habitat, and recreational open space in the North State since 1998.

Summary of Position:

The Office Manager will assist in the management of office systems including the Shasta Land Trust’s (SLT’s) membership database, bookkeeping processes, bulk and regular mailings, office filing system, serve as principle phone reception, and support the Executive Director and staff as requested for fundraising, outreach, events, and general support. Additional duties include event planning and management support, equipment and supply management, meeting minutes, and volunteer management and tracking.

The Shasta Land Trust (SLT) benefits from the contributions of enthusiastic and talented people across the North State. The Office Manager will assist in the administration and management of the front office and cultivate relationships that are essential to maintaining a sustainable organization.

The Office Manager reports to the Executive Director and does not supervise other staff. However, he/she may manage supporters and volunteers.

Responsibilities:

ADMINISTRATIVE SERVICES

  • Serve as the primary contact for telephone calls and email queries, and direct these to other staff as necessary; greet visitors; and provide requested information.

  • Conduct mail service and route incoming mail to the appropriate staff person; and assist in bulk mailings.

  • Maintain the office filing system.

  • Order, with approval of the Executive Director, office and facility supplies and equipment and arrange for office maintenance services.

  • Receive all incoming contributions, payments, and other income and prepare bank deposits for the bookkeeper.

  • Maintain the petty cash for the office.

  • Coordinate with bookkeeper and Executive Director concerning tasks such as the annual accounting audit or review, merchandise sales and sales tax, and any necessary employee and independent contractor forms and paperwork as required.

  • Prepare and submit end of month reports for bookkeeper.

  • Maintain ongoing support of all IT in the office, including monthly computer updates and product installations.

MEMBERSHIP DATABASE

  • Enter and update supporter contact, donation, and information data.

  • Assist in the regular and annual fundraising appeals.

  • Produce reports and create effective analysis of data.

  • Prepare mail merges and other output.

  • Coordinate monthly email address updates to Mail Chimp.

EVENTS

  • Assist with event coordination and tracking.

  • Plan, market, and coordinate with participants and volunteers and ensure clear communications.

  • Process and track event revenue, including credit card and online ticket sales.

BOARD COMMUNICATIONS

  • Prepare and distribute information to members of the Board of Directors.

  • Create Board Information Binders for new members.

  • Distribute Board Meeting packets.

  • Take Board Meeting minutes and maintain records.

VOLUNTEERS

  • Maintain the volunteer database including tracking hours and contact info.

  • Assist staff and committees in recruiting and managing volunteers for specific activities and events.

  • Coordinate volunteer thanking events and other volunteer recognition.

WEBSITE MANAGEMENT

  • Monitor website and keep up to date with upcoming events, staff changes, etc.

Preferred Qualifications:

  • An associate’s degree preferred.

  • Curiosity for the natural world and commitment to SLT mission and values.

  • Creative individual willing to contribute ideas to the organization.

  • Enthusiastic, inspiring personality who enjoys working with people. Willingness to collaborate as a team with a wide variety of audiences, including staff, board, and volunteers.

  • Proficient writing and editing skills with the ability to clearly convey information to the general public.

  • Strong organizational skills, ability to multitask, adapt to change and interruptions, work independently and self-manage, and to prioritize effectively for maximum efficiency.

  • Excellent computer skills, including familiarity with Microsoft Word and Excel. Database management experience preferred. Familiarity with Adobe Suite preferred.

  • Background in office administration, record keeping, and safety preferred.

  • Strong skills in social media.

  • Ability to work occasional evenings and weekends, per SLT events schedule.

  • Valid driver’s license and good driving record are required.

Job Type: Part-time
Salary: Commensurate with experience
Deadline: Rolling application process