JOB TITLE: OFFICE MANAGER
The Mill Creek Alliance (Alliance) is a 501(c)(3) non-profit corporation formed in 2018 through the merger of two successful conservation organizations; The Mill Creek Watershed Council of Communities and Groundwork Cincinnati-Mill Creek. The mission of the Alliance is to empower Mill Creek communities to protect and enhance the value of the Mill Creek, its tributaries, and watershed. Through inclusive, meaningful community engagement and collaborative action, the Alliance strives to create a Mill Creek watershed that is a healthy ecosystem where thriving people and communities live, work, and play.
The Alliance’s provides holistic solutions to many of the problems faced by our constituent communities. Our multi-faceted approach includes watershed action planning, project implementation, watershed-scale research and monitoring, and creating opportunities to explore the watershed through recreation and volunteer events. In addition, the Alliance recognizes that environmental justice requires a special focus on underserved communities. In those communities, the Alliance focuses on uplifting our communities’ youth, environmental education, restoration of the river and its natural resources, planting trees and edible gardens, building trails, and providing a source of Green Jobs. The Alliance seeks to transform neglected land and waterways into assets that our neighborhoods need to be healthy and resilient while building community capacity.
The Office Manager plays a critically important organizational role in managing internal operations. The Office Manager works closely and cooperatively with the Alliance Executive Director and other staff on maintaining Alliance financial records and overseeing day-to-day bookkeeping; overseeing basic human resources functions; assisting with grant reporting and project-related activities; organizing, planning, and conducting Alliance meetings and outreach events; and acting as the general office manager.
I. TEAMWORK AND PARTICIPATION
· Establish effective working partnerships with a wide range of watershed stakeholders
· Communicate in a positive and respectful manner
· Demonstrate flexibility and cooperative attitude when faced with change
· Demonstrate strong multi-tasking abilities
· Ability to work independently with limited supervision
II. ESSENTIAL DUTIES AND RESPONSIBILITIES
· Manage the Alliance financials in an organized and precise manner
o Monthly financial reconciliation.
o Maintain accounts payable and accounts receivable in QuickBooks
o Cut checks and process invoices and payments
o Oversee membership drive income and invoices
o Enter payroll into QuickBooks on a bi-monthly basis
· Manage the general administrative tasks of the Alliance including but not limited to:
o Manage basic HR functions including payroll, FSA administration, health benefits, IRA.
o Donor contact database maintenance
o Order office supplies, maintain inventory of printed maps and outreach materials
o Assist with development of outreach publications
o Troubleshoot computers, software, and printers and maintain relationship with the Alliance’s IT consultant
o Website management as needed
· Grant reporting, in close collaboration with other staff.
o Submit complete and accurate reports to grant funders in a timely fashion
o Maintain accounting of grant-related expenditures and invoicing
o Request timely grant reimbursements
· Support successful execution of outreach activities including but not limited to plantings, maintenance weedings, canoe floats, and project site tours for elected officials, technical and research professionals, public works personnel, and state and Federal agency staff
o Coordinate the associated meeting/event logistics including taking RSVPs, obtaining event insurance as needed.
· Organize Board and Committee meetings
o Schedule meetings and maintain organizational Outlook calendars
o Prepare and distribute meeting agendas
o Secure suitable meeting rooms
o Take meeting notes and distribute meeting minutes
· Perform all other related duties as assigned by the Executive Director, Alliance Chair and Board of Trustees
III. TOOLS AND EQUIPMENT
Desktop computer; Microsoft Office, QuickBooks, and Adobe software; printers; copier and scanner; mobile telephone; personal office in a converted house
IV. PHYSICAL DEMANDS
The employee must occasionally lift and / or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
V. WORK ENVIRONMENT
The duties of this job are performed both inside a climate-controlled office setting and outside and at times in inclement weather. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education / Work Experience:
· Proficiency in day-to-day bookkeeping and competence in processing invoices and overseeing financial records
· Experience with Human Resources functions.
· Experience with office administration or management
· Positive demeanor and excellent communication skills
· Experience in group organization and facilitation
Knowledge, Skills & Abilities:
- Ability to establish and maintain effective working relationships with watershed stakeholders, colleagues, supervisors, elected officials and the public
- Ability to work independently on several on-going initiatives setting incremental milestones while keeping sight of long-term objectives
- Excellent written, verbal, and computer-based communication skills
- Ability to articulate and present a positive professional image in person and on the telephone
- Proficient in QuickBooks and Microsoft Office including Word, Excel, Publisher, and PowerPoint
- Valid Ohio Drivers’ License and access to a vehicle
VII.COMPENSATION AND HOURS
This is a full-time position. The Alliance offers a competitive salary based on experience. Office hours are flexible between 8:00 a.m. and 5:00 p.m. Monday through Friday. Occasional evening and weekend hours are required.
The Alliance offers an excellent health benefit package including medical, dental, and vision coverage. The Alliance pays for 85% of the premium for individual coverage.
The Alliance also offers an optional Simple IRA program.
VIII. APPLICATION AND SELECTION PROCESSES
Applicants must submit cover letter, resume, and three professional references to David J. Schmitt at firstname.lastname@example.org by May 8, 2018. Several candidates will be selected for interviews based on the written materials submitted. Final selection is based on the most qualified applicant as determined by one or more in-person interviews. The position is available immediately.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. If applicant meets all requirements and characteristics as indicated in the job description, hiring may be contingent upon successful completion of drug and alcohol test, background check, credit report, and physical.
All qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, genetic information, ancestry, sex, age, sexual orientation or disability as defined in the Americans with Disabilities Act. Equal Opportunity Employer.