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Audubon Office Manager - 2008/04/08 14:05
The mission of Richardson Bay Audubon Center & Sanctuary is to conserve and restore natural ecosystems by inspiring and educating our community, with a focus on youth, and emphasizing the long-term conservation of Richardson Bay.Supported by the community and volunteers, the Audubon Center & Sanctuary is a place of learning, reflection, interaction and stewardship. The Center engages people in their natural world, instills in them an understanding and respect of natural systems, particularly Richardson and San Francisco Bays, and inspires them to help protect what they value.
The position is based at the 911 acre Richardson Bay Center & Sanctuary in Tiburon. The Audubon Center has 7 full time staff and approximately 40 volunteers. We serve nearly 10,000 children and families a year, and host a variety of community events. The Office Manager will play a critical role in everything we do.
Position: Office Manager, Richardson Bay Audubon Center & Sanctuary
Location: Tiburon, CA
Position Summary: The Office Manager is a self-motivated, detail oriented, problem solver, facilitator, collaborator. The Office Manager provides primary administrative support for Richardson Bay
Audubon Center and staff; ensures smooth and efficient office operations in all aspects, including supervising, and staffing when necessary, the front office and nature store, accounts payable and receivable, budget tracking, contract management, facility oversight, school field trips and camps and special events.
Essential Functions
Bookkeeping
Process all payables and receivables. Maintain operating expense account by processing
payments and getting reimbursements for bills using Quicken software and filing monthly
bank reconciliation reports to NAS or submit check request to NAS. Deposit reimbursements and cash gifts. Process all revenue including donations, program fees, rental and retail revenue. Process gift acknowledgements and maintain database of donors. Track grant and foundation expenditures and help prepare reports and/or invoices.
Assist the Audubon California Director of Finance in coordinating, preparing, and submitting annual budgets for several cost centers, and assist in preparing and submitting monthly budget reports.
Administrative and Clerical
Maintain files for all current Center contracts and other agreements. Process, sort, route incoming mail, ensure posting of outgoing mail, maintain business reply and bulk mail accounts. Maintain Volunteer and Special Event records. Answer routine requests for
information, general natural history, or office program requests. Maintain all office equipment, machinery, and vehicles; research new purchases, maintain general office appearance, arrange for general office cleaning, assess supply needs and purchase office supplies. Provide clerical support as needed. Work with state office staff on minor website
maintenance. Answer incoming telephone calls; answer routine inquiries or route to recipient, greet public as they come to the office and answer questions.
Receivables – process contributions and acknowledgments daily/weekly; create systems and
forms to provide the necessary information for donation management records and fundraising;
maintain mailing lists and provide mailing labels for newsletters and other mailings. Work with development staff on donor records and follow up.
Promotion and projects – assist with production, typing and mailing of center newsletter and other office publications such as brochures and fact sheets; assist in organizing annual appeal
mailings, program mailings, gift acknowledgments or other mailings. Assist in special events coordination and management.
Fundraising – assist Center Director and development staff with periodic appeals to donors
and manage mailings; maintain records of appeals sent; organize records into categories. Coordinate appeal mailings 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.
Public Relations/Marketing
Create and maintain databases to meet all Center mailing needs, working with Audubon CA development staff when necessary. Assist with design and production of brochures, flyers, newsletters and press releases.
Nature Store
Assist in the management of the nature store by tracking and reordering inventory.
Volunteers
Work with the Sanctuary Manager and Education Director to manage and direct volunteers.
Additional Functions
Assist with miscellaneous duties, respond to emergency situations; be involved in organizing, conducting and attending special events such as the state assembly and staff retreat; assume other responsibilities assigned by the Director.
Qualifications: Graduation from a college with a Bachelor’s Degree (preferred), and a minimum of two years experience in office setting. Must have computer experience with accounting, wordprocessing
and data base applications, including Microsoft Word, Outlook, Excel, and Quicken, and internet and e-mail. Some desktop publishing experience desirable. Must
possess a valid driver’s license. Must be self-motivated, able to take initiative and solve
problems.
To apply:
Please send a cover letter and resume to Brooke Langston, Richardson Bay Audubon Center
& Sanctuary Director electronically: blangston@audubon.org
Audubon promotes a diverse workplace and is an equal opportunity employer. It is the policy
of the National Audubon Society to employ the best person qualified for the job regardless of
race, color, religion, age, sex, sexual orientation, national origin, disability (handicap) or
marital status.
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