Office Manager
Location: Pickering Creek Audubon Center
Easton, MD
Immediate Supervisor:
Executive Director and VP:

Provide primary administrative support role for Audubon Maryland staff, with emphasis on accounts payable and receivable, contract management, bookkeeping, budget tracking and compliance with organizational systems. Ensure smooth and efficient office operations in all aspects. Employee will be required to spend one day a week in Baltimore office.

Accounting and Bookkeeping:

• Maintain operating expense account with Accounts Payable/receivable responsibility. Submit reimbursement requests in a timely manner using Quicken software and file monthly bank reconciliation reports. Deposit reimbursements and cash gifts. Prepare checks.
• Process all income received and submit deposits to NAS with appropriate paperwork.
• Work closely with program directors in tracking grant expenditures.
• Prepare monthly revenue and expense reports with data from the national accounting system. Report any errors to the national office and follow-up to make sure the issue is resolved.
• Maintain contracts/agreements with and process check requisitions for payment to independent contractors.
• Maintain files and records that ensure efficiency in researching records for daily operational activities, as well as for audit purposes.
• Maintain records on fixed assets, insurance, etc. as necessary and in coordination with NAS staff.
• Secure appropriate signatures on all paperwork as required in a timely manner.

Clerical:

• Process incoming mail and ensure posting of outgoing mail; including travel to postal stations.
• Answer correspondence as needed.
• Maintain non-confidential Human Resources files including attendance records, personnel requisitions, job postings.
• Assist staff members with mailings or special projects.
• Attend and maintain weekly staff meeting minutes.
• Coordinate maintenance of equipment and office machinery.
• Coordinate/ assure regular maintenance of all office equipment, machinery, and vehicles; research new purchases as needed.
• Assist with activities related to State Board of Directors meetings; record keeping, communications.
• Plan and attend all-staff meetings; maintain meeting notes.
• Assist with travel arrangements as needed and state director’s scheduling.

Budgeting

• Assist the Audubon Maryland Director and Associate Director in coordinating, preparing, and submitting annual budgets for multiple cost centers, and assist in preparing and submitting monthly budget reports.
• Assist with preparation of monthly budget reconciliation, re-projections and reporting.
• Assist directors in preparation of other financials reports as needed. Maintain knowledge of financial health of the unit at all times to assist staff and director with revised forecasts or reports.

Events:

• Assist with events such as donor cultivation, public and other events as approved by executive director
• Pickering Creek Office Management (Only)
  • Arrange for general office cleaning.
  • Assess supply needs and purchase office supplies.

Additional Functions:

• Make regular trips to postal service and other vendors.
• Have vehicle and be able to travel to Baltimore once a week on average.
• Assume other responsibilities as assigned by the State Director.
• Prepare annual (personal) work plan.
• Research and make recommendations for operational efficiencies, and implement systems as directed/approved by the State Director.

Relationships::

• Internal: Report to State Director. Strong day to day interaction with Pickering Creek director on percentage of time spent on that operation. Work closely with other staff directors. Work with national office staff, especially in accounting/ finance, human resources, grants and contract sections.

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

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

PC operating systems, copy machine, multi-line telephone and voicemail system, fax machine, scanner, all other basic office equipment.

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. Blackbaud experience desirable. Must possess a valid driver’s license. Must be self-motivated, dedicated to accomplishing the task, able to take initiative, troubleshoot and solve problems. Must be people oriented, able to work well with other staff and professionally represent Audubon to the public. Must be available for occasional weekend or evening events. The preferred candidate will be committed to the Audubon mission of conservation. A Bachelor’s Degree and four 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), carrying (such as set ups for meetings and display tables) and reaching (to maintain and organize office).

Mission Statement::

Audubon promotes a diverse workplace and is an equal opportunity employer. It is the policy of the National Audubon Society to employ the individual best qualified for the job regardless of race, color, religion, age, sex, sexual orientation, national origin, disability (handicap) or marital status.