Office Manager
Date Posted [Sep-25-09] (ID: 93462)
The position of Office Manager is available in our California Regional Office, located in Nevada City. This position offers an ideal opportunity to enjoy a small-town lifestyle and contribute to important state and national work restoring and protecting America’s rivers. Nevada City brings together the charm of a small, historic gold-mining town set among Sierra rivers and forests, with the amenities of a much larger city, such as performing arts, visual arts, good restaurants, and a dynamic environmental and socio-political community.
ABOUT AMERICAN RIVERS: American Rivers is a national non-profit conservation organization that protects and restores healthy, natural rivers for the benefit of communities, fish and wildlife. Program staffers are expert advocates who develop practical solutions and work with a diversity of partners to implement those solutions at the local, state and federal level. American Rivers places a strong emphasis on maintaining a learning culture and positive work environment. The organization is based in Washington, D.C., with regional operations in the Northeast, Mid-Atlantic, Northwest, California, Great Lakes, and the Southeast. For an overview of the organization, visit www.AmericanRivers.org.
JOB SUMMARY: The Office Manager plays a vital role in ensuring the day-to-day functions of the California Regional Office run smoothly and achieving the long-term goals of American Rivers in California and nationally. The Office Manager serves as the liaison to our main office in Washington, DC. This role includes maintaining strong administrative communications with Washington, D.C and other regional/field offices; assisting California and DC staff in development efforts; creating and maintaining effective systems to manage programs, projects and data; coordinating interactions with California-based members of the Board of Directors and national and/or advisory council; anticipating and troubleshooting routine operations and personnel matters; ensuring telephone and office equipment runs smoothly and efficiently; working with staff at all levels to meet their office administrative and technical needs; and help ensure a safe and secure office environment for all staff.
KEY ACTIVITIES: The Office Manager must be experienced in matters of office administration and operations, human resources and development. The person must be able to prioritize competing, critical and important tasks on a daily basis, as well as plan for future office and personnel necessities. The position requires strong planning and organization skills, and the individual must be assertive and diplomatic. Effective communication and keeping people informed is critical to this position.
GENERAL DUTIES AND RESPONSIBILITIES:
Office Management
- Program and Project management: develop and maintain systems to effectively manage programs and projects in which the Office is involved, including budgets, deliverables, partners and contractors.
- Development: assist senior California and DC staff in identifying/researching funding prospects, developing proposal materials, holding fundraising events, funder communications and grant tracking and reporting.
- Advisors and Board Members: coordinate relationship with California-based members of the Board of Directors and regional/national advisory councils, including updates and organizing gatherings.
- Office systems: troubleshoot daily systems problems with the goal of solving problems quickly and efficiently; maintain office equipment and contact repair/maintenance vendors when required; order supplies for office machines; keep appropriate inventory of supplies on hand; interface with building maintenance staff for routine office needs; ensure conference room and reception area are kept in good order. Recommend office equipment upgrades and changes as necessary, with an emphasis on efficiency and value.
- Manage general project grant files, including contract and budget information.
- Serve as field and region office liaison for office setup and other administrative and accounting needs.
- Assist office staff in technology and work needs, e.g., research and recommend cost-effective cell phone plans PDA’s and other personal equipment, and with special supply orders.
Human Resources
- Conduct new employee orientation, including a thorough review of benefits offered; provide instruction regarding (and appropriate copies of) office policies, procedures and employee handbook; in conjunction with the appropriate supervisor, set up offices/workstations, schedule computer systems setup with computer consultant, equipment training and other general information/instruction. Office manager will also conduct exit interviews with departing staff.
- Help organize office activities including staff retreats, staff meetings, visits from other AR offices (assure workspace and necessary technology is in place), staff events; assist staff with office needs including mailings, purchasing, and database administration. Help maintain a safe and secure work environment, update and administer office disaster plan. Promote a positive office environment through efficient communications for all staff and help maintain high office morale.
- Assist in the recruitment and orientation of interns and fellows.
Accounting
- Work closely with the Director of Accounting in Washington DC to ensure financial management and accounting documents, and other HR matters including benefits, and office administration matters, are processed efficiently and correctly.
BASIC KNOWLEDGE AND QUALIFICATIONS: Must have experience using Windows software, including MS Word, Excel, and faxing software; telephone system experience; knowledge of office equipment including copiers, fax machines, mail machines; and the ability to handle multiple tasks.In addition, the Office Manager shall possess the following qualities:
- Proven problem-solving skills.
- Ability to work well independently and as a team player with a wide range of people
- Ability to manage multiple tasks under pressure while maintaining a high standard of excellence.
- Ability to exercise discretion and maintain confidentiality.
- Superior attention to detail and quality control.
- Familiarity with Windows software including Outlook and Microsoft Word.
- Knowledge of employment rules and regulations
- Experience administering employee benefits program
- Willingness to learn new software applications.
- Occasional travel as necessary.
- Bachelor’s Degree or equivalent experience, and at least four years experience in an office manager or similar position.
American Rivers' office is a fast-paced environment that employs dedicated individuals willing to assist, whenever possible, in accomplishing its mission.SALARY AND BENEFITS: Salary is commensurate with experience. Benefits include health, dental, and life insurance, retirement plan, and generous leave benefits. American Rivers is an Equal Opportunity Employer.HOW TO APPLY: Applications should include a cover letter, resume, three professional references, and a writing sample. The application can be addressed to: Fanette Jones, Director of Administration, and Attn: Office Manager, 1101 14th Street, NW, Suite 1400, Washington, DC 20005Preference is for applications to be sent via e-mail to fjones@americanrivers.org. No phone calls please.
