Provide primary administrative support role for Audubon Colorado and staff. Ensure smooth and efficient office operations in all aspects.

Accounting and Bookkeeping: Maintain operating expense account by paying and getting reimbursed for bills using Quicken software and filing monthly bank reconciliation reports. Deposit reimbursements and cash gifts. Process all income received. Assist program officers in tracking grant expenditures. Prepare monthly revenue and expense reports with data from the national accounting system. Report any errors to the home office and follow-up to make sure the issue is resolved. Maintain agreements with and process check requisitions for payment to independent contractors. Review staff expense reports and generate executive director’s expense report. Coordinate preparation of annual budget by integrating individual program budgets into a master budget, budgeting for operational expenses, and providing information from previous years. Submit annual office budget using the national accounting software. Prepare and submit annual capital budget in consultation with program staff.  Prepare and submit monthly budget reports. 

Development: Process gift acknowledgements and maintain prospective gift chart. Update donor records in the national database. Keep records of all donations. Assist with production of grant proposals and reports.  

Communications: Manage Co-general listserv. Serve as web content manager for the Audubon Colorado website. Coordinate with Development Manager on outreach materials such as newsletter, brochures, fact sheets, and other office publications. Answer routine inquiries for information, general natural history, or office program requests (brochures, fact sheets, etc.) or route to the appropriate staff member.

Event Planning: Plan and attend quarterly state board meetings. Produce minutes of state board meetings in a timely manner. Assist with additional events such as donor cultivation events, workshops, and statewide conferences. Produce awards and maintain records of award recipients.

Office Management: Maintain equipment, machinery, research new purchases; maintain general office appearance; arrange for general office cleaning and maintenance; assess supply needs and purchases office supplies; maintain inventory of office keys.

Secretarial: Primary staff person answering telephone and greeting visitors. Process incoming mail and ensure posting of outgoing mail. Type or answer correspondence as needed. Make travel arrangements. Provide clerical support, such as filing. Assist staff members with mailings or special projects. Coordinate office schedules.

Chapter Support: Update information about chapter leaders in national database and maintain records of incoming and outgoing chapter presidents. Assist with annual certification process, including mailing information to chapters, and analyzing and filing incoming reports.  Work with chapters and national staff on distribution of collaborative funding grant.

Provide computer support to staff. Coordinate volunteers. Assume other responsibilities as assigned by the Executive Director.  Work with BirdLife partner in adjacent office as needed.

 

Relationships

Internal: Report to Executive Director; keep Executive Director informed of all aspects of the position’s responsibilities and duties. Work with office staff. Work with home office staff, Tucson-based staff and other dispersed staff especially in accounting, human resources, and development. Supervise volunteers and any temporary staff for office projects.

External: Positive and friendly working relationship with general public, vendors, chapter leaders, Audubon members, donors and foundation staff, volunteers, state board members, and colleagues in the conservation community.

Equipment: (e.g., computer, typewriter, calculator, copy machines, telephone, etc.)

Multi-line telephone and voicemail system, PCs operating Windows 2000 and XP, copy machine, fax machine, DSL router, firewall.

Qualifications: (e.g., education, training, experience, licenses and skills)

Must have in-depth knowledge of computers, including extensive experience with accounting, word-processing, spreadsheet, and database applications, Quicken, Internet and e-mail and the ability to learn new software. Must possess a valid driver’s license. Must be self-motivated, able to take initiative and solve problems. Must be people oriented, able to work well with other staff and professionally represent Audubon to the public and volunteers. Must have good telephone rapport. Must be willing to travel and be available for an occasional weekend or evening event. The preferred candidate will be committed to the Audubon mission of conservation. . A Bachelor’s Degree and three-years of experience in an office setting is desired.

Physical Requirements: (e.g., lifting, reaching, climb, push/pull, etc.)

No special requirements, beyond routine tasks in the office.  Some lifting (such as computers) and reaching to maintain and organize office.