Office Manager

Job Description

The Office Manager plays a pivotal role in maintaining the smooth operation of the HTL workplace. This essential position serves as the backbone of office functionality, ensuring that all aspects of office operations are efficient, organized and productive. The Office Manager oversees a variety of administrative, clerical, and managerial tasks to support the company’s staff members, board of directors and volunteers. The Office Manager contributes to optimal office organization and planning of office-related activities, including meetings, conferences, and retreats.

 

Essential Functions:

1. Bookkeeping. Work with HTL staff, the Treasurer and accountants to manage bookkeeping, including invoicing and reimbursements, processing expenses, receipts, and deposits. Ensure all payables and receivables are handled accurately and in a timely manner. In conjunction with the Operations Director and the Executive Director, help prepare and track the budget and the upkeep of financial systems. Coordinate with accountants and others to help complete the annual financial audit. As needed, act as a liaison between third-party vendors and HTL staff and board.

2. Grants Administration. Provides administration for the grants process throughout all stages including application, budget tracking, reporting requirements, payment requests, and documenting all inquiries and/or proposals; assuring that documentation meets all HTL Policies and legal requirements; and maintaining accurate and timely records of HTL grant-related activities. Assists with required research pertinent to grant due diligence, ongoing review, and close-out analyses. Works with others to coordinate and maintain the grant cycle calendar and schedules; assists with the preparation of grant related materials for committee and Board of Directors meetings. Generates requested information, data and reports from information pertaining to grants management or related processes. Over time, help with grant writing and narratives where appropriate.

3. Office Management. Perform a wide variety of administrative functions including answering the phone, mail delivery, copying, filing, and correspondence. Manage and maintain office equipment and supplies, including ordering supplies, managing warranties and repairs when necessary. Envisioning and implementing new administrative systems that improve office efficiency; ensuring that staff know and follow office systems and protocols. Provide ongoing administrative support to the office, driving organizational success by supporting various departments’ daily operations and special projects. Provides coordination of human resource paperwork for the organization including new employee office set-ups, background checks and on-boarding.

 

The Office Manager reports to the Operations Director and works both remotely from their home office and at the HTL office as noted in more detail below. 

 

Specific Responsibilities:

1. Responsible for ensuring the operating account and credit card transactions in QuickBooks Online (QB) are processed accurately, including matching them with receipts, categorizing them and completing a monthly reconciliation

2. Support the preparation of monthly and annual financial reports.

3. Process payroll semi-monthly.

4. Receive and enter bills and reimbursements in Quickbooks weekly.

5. Work with others to monitor bank account balances and recommend transfers as needed.

6. Maintain the paper file system for financial documents, including paper copies of essential documents in the off-site safe.

7. Maintain and inventory all office supplies, tools and equipment.

8. Perform, direct and report on projects and assignments as requested by your supervisor(s).

9. Work with the Operations Director and other staff to create the monthly Operations Reports.

10. Be a primary point of contact and resource for staff and board members, including being the Operator for the office phone number.

11. Attend staff meetings, selected other committee meetings and occasional board meetings.

12. Be a point of contact and support person for grant administration. 

13. Assist with fundraising events and activities, including supporting ticket purchases.

14. Cross-train in some of the responsibilities of the Data Systems Manager, such as donations and program income entry into HTL’s CRM database, Little Green Light (LGL);

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Other Duties:

As a member of a small team the Office Manager may also perform other duties as directed by your supervisor(s). Duties will be assigned based on scheduling among other duties, strengths, aptitude, and cross-training. These may include taking photographs/videos at programs, events, or volunteer activities and working with the Communications team to provide material for ongoing communications, including photos/videos and copy on recent projects, events and activities.

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Required Abilities, Skills, Qualifications

1. Excellent written and oral communication skills.

2. Proven experience with bookkeeping, including invoicing and reconciliation.

3. Excellent people skills and an ability to work with committees, colleagues, and others.

4. Proven organizational skills and ability to balance multiple priorities.

5. Availability to work occasional prescheduled evenings and weekends, as required.

6. Availability to travel occasionally for meetings, conferences and/or training.

7. Proficiency in Quickbooks and Microsoft Office programs.

8. Commitment to Diversity, Equity, and Inclusion.

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Preferred Abilities, Skills, Qualifications

1. Familiarity with CRMs, such as Little Green Light (training will be provided).

2. Familiarity with grants management (training will be provided).

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Schedule and Work Location:

This position allows for a flexible schedule within the following framework:

1. The position is 40 hours per week.

2. Work on-site at the HTL office at least 3 days per week, including the Staff “Office Day” and for other committee meetings as needed.

 

Hudson Taconic Lands is an equal opportunity employer.