Purpose of the position:

Provide primary administrative support role for the Gulf Coast Initiative Office in Baton Rouge, LA.  Office Manager will ensure smooth and efficient office operations and communications between state programs, regional programming and the national office.

Maintain NAS state office budget and accounting system.  Document all expenditures for reimbursement and payment.  Maintain internal accounting program monthly and as required to keep budgets up-to-date.  Process all income received.  Maintain all current contracts and agreements.  Assist in preparing annual budget.

 

Essential Functions:

Office Management

Administrative and Clerical - Maintain and keep current all foundation and grant records.  Type and compose correspondence.  Answer routine requests for information or office requests (brochures, fact sheets, etc.).  Maintain all office equipment, machinery; research new purchases, maintain general office appearance, arrange for general office cleaning, assess supply needs and purchase office supplies, maintain inventory of office and auto keys.  Maintain employee attendance records. Provide clerical support as needed.  Work with program staff on budget and administrative issues.  Answer incoming telephone calls; answer routine inquiries or route to recipient, greet public as they come to the office and answer questions.

Bookkeeping - Assist in the development of the budget, budget forecasting and tracking expenditures for multiple cost centers.  Reconciling accounts monthly and processing reimbursements.  Manage grant and foundation expenditures and help prepare reports.

Public Relations/Marketing - Create and maintain databases to meet mailing needs.  Assist with design and production of brochures, flyers, newsletters and press releases.

Audubon Chapters/Volunteers - Work closely with Vice President in keeping good communication with state chapters and members.

Development

Data base management – maintain Millennium donation database; process contributions and acknowledgements daily; create systems and forms to provide the necessary information for donation management records and fundraising; maintain mailing lists. 

Promotion and projects – assist with production, typing and mailing of project information and other office publications such as brochures and fact sheets; assist in organizing annual appeal mailings, program mailings, gift acknowledgements or other mailings.  Assist in special events coordination and management.

Fundraising – assist in organizing periodic appeals to donors and manage mailings; maintain records of appeals sent with copies to New York; organize records in to categories.  Coordinate appeal mailings with Vice President and other staff for foundation and annual giving; produce follow-up letters to donors; assist with production of grant and other permit proposals and reports; produce timely gift acknowledgements. 

 

Additional Functions:

Assist with miscellaneous duties, respond to emergency situations; be involved in organizing, conducting and attending special events; assume other responsibilities assigned by the Vice President.

Relationships:

Internal:
Report to Paul Kemp; work with the Center Office Manager to keep up to date of all aspects of the position’s reporting responsibilities and duties. Supervise assigned part-time personnel, interns and volunteers.

External:
Positive and friendly working relationship with community leaders, general public, visitors, vendors, Audubon members, volunteers, etc.

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

Computer, multi-line phone, answering machine, copier, postage machine, typewriter, fax machine, and pc software.

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

Graduation from a college with a Bachelor’s Degree (preferred), and a minimum of one year experience in office setting.  Must have computer experience with accounting, word-processing and data base applications, including Microsoft Word, Outlook, Excel, Quicken, and internet and e-mail.  Some desktop publishing experience desirable.  Must be self-motivated, able to take initiative and solve problems.

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

Sit, reach, grasp, lift, carry, walk, climb, kneel, stand, push, pull.