We're Hiring: Join the Truckee Donner Land Trust Team!
Update: This Position Has Been Filled
Office Administrator
Classification: Full-time, non-exempt
Reports to: Executive Director
Date: Updated 2/15/2022
JOB DESCRIPTION
Summary/Objective
The Office Administrator position is responsible for overall front office activities, including the reception area, mail, office purchasing requests and facilities of Truckee Donner Land Trust (TDLT). In addition, this position will play an important role in fundraising operations, maintaining the Salesforce database, Gmail accounts, and accurate and timely donation processing. He/she/they will also assist with initial accounts payable routing and support the Executive Director and Director of Philanthropy. The Office Administrator is responsible for coordinating office services, space planning and related activities, including developing and supervising programs for the maximum utilization of services and equipment. He/she/they is also responsible for arranging internal office moves, Board of Directors and committee meetings.
Essential Functions
1. Administration, Business and Office Management
Office Management:
Ensures that office visitors are greeted and that incoming phone calls are answered.
Responsible for overall organization and cleanliness of office, arrangement of furniture, office repairs, trash removal, office cleaning, and recycling.
Manages incoming and outgoing mail. Check mail at least 3x a week or up to 5x a week based on time of year). Scans all signed documents into Box and files other documents in Box received from the Executive Director.
Maintains TDLT’s annual staff and event calendar.
Interfaces with Landlord on office repairs.
Ensures an adequate inventory of office supplies.
Prepares travel arrangements for Executive Director.
Ensures regular inventories of TDLT communication materials, such as newsletters, landowner information sheets, rack cards, and brochures, to ensure an adequate supply in coordination with Communications Director.
Compliance:
Oversees the organization, maintenance, and archiving of TDLT’s files in Lands, both electronic and paper, including archival files in storage. Ensures compliance with the organization’s document retention and destruction policy.
Coordinates with Executive Director to ensure that TDLT is operating in compliance with Land Trust Alliance (LTA) Standards 2 and 4, i.e., Compliance with Laws, and Conflicts of Interest.
Human Resources:
Assists in the Human Resources function such as creating new hire packets, onboarding, integration, training, tech needs, etc. in coordination with the Chief Financial Officer.
Orders updated Labor Law Posters annually.
Sends out annual conflict of interest form, IRA annual memo, and non-disclosure agreement to staff and Board.
Information Technology:
Manages Google Apps including provisioning/deprovisioning of staff email accounts.
Oversees general operation of office. Assists the CFO in the maintenance and purchase of equipment and machines, including computers and shared network, phones, and voice mail.
Finance & Accounting:
Signs and dates check stubs for invoices and mails signed checks or notifies certain individuals check is at reception.
Codes general invoices and puts invoice for work ordered by an employee into Bill.com for accounting.
2. Fundraising and Communications
Works with Director of Philanthropy on database management, including updating and running reports, high touch engagement with donors, etc.
Processes checks with Chief Financial Officer (scan checks immediately), credit card processing, donation data entry and/or import in Salesforce, preparing and sending acknowledgement/ thank you letters, etc.
Provides coordination with the Director of Philanthropy and Events Director in planning, supporting, and executing TDLT events.
Support the coordination of quarterly direct mail letters for annual fund, including pulling and suppressing mailing list reports, and donation tracking/processing by remit device.
Assist with capital campaign donor communications, including campaign-specific gift and donor recognition tracking, wealth analytics, etc.
Enhance the donor cultivation pipeline by importing Webber Lake, Frog Lake, docent hike participant, stewardship volunteer, and other constituent data into Salesforce and/or Campaign Monitor regularly.
Conduct donor engagement strategy for new and mid-level donors (<$1,000 total individual giving annually) to increase annual giving, e.g., returning, sustaining (monthly), tribute, and social media sourced donors, and donors who initiated a matching corporate gift.
Manage Salesforce report design, creation, and analysis needs related to Executive/Board needs, donor segmentation, direct mail, annual holiday cards, etc.
Support Director of Philanthropy in regularly reporting on fundraising status to Board and Executive Director, including breaking down gifts by amount and type, e.g., DAF, QCD, etc.
Assists in cultivating local and corporate business leaders in TDLT engagement opportunities, including access to grant/pooled donor funding to group volunteer activities.
3. Grants Management
a. Supports the Grants Management and Reporting process by communicating deliverables and deadlines to staff in Salesforce.
Assists with grant proposal writing, copy editing, and reporting, in addition to grant tracking.
Helps identify new sources of grant or foundation funding in partnership with Stewardship team.
4. Stewardship & Lands
Supports Stewardship and lands filing, especially generating hard copies.
Handles property transfer fee processing.
5. Board Clerk
Serves as “Clerk to the Board,” ensuring proper filing of Board resolutions and supporting the conduct of Board business. Helps the TDLT Board of Directors.
Maintains Board materials, including distribution of Board packets before meetings, document filing, and maintaining Board meetings book and Board meetings e-files for policies and resolutions.
Updates the Master Policy & Resolution document in cloud and uploads to the Board server.
6. Other General Duties:
Helps prepare PowerPoints, maps and other materials needed for presentations and events.
Performs research as requested and dependent on schedule.
Competencies
Communication Proficiency
Initiative
Technical Capacity
Decision Making
Leadership
Thoroughness
Ethical Conduct
Organizational Skills
Time Management
Attention to Detail
Database Management
High Touch Engagement
Supervisory Responsibility
None.
Work Environment
This position operates in a professional office environment and out in the field on location in mountains, on trails and meadows assisting with special events. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This position requires the ability to occasionally lift office products and supplies, up to 40 pounds.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday generally between 8:30am to 5:00pm. Schedule varies to accommodate evening and/or weekend work as may be required to meet job duties.
Travel
This position requires some travel for office errands, special events, and to TDLT property sites. Most travel is inside the local Truckee area.
Preferred Education and Experience
Bachelor’s degree or work and/or life experience conducive to office management, fundraising, communications and/or stewardship described in the essential functions. Experience with a variety of software tools, such as Salesforce, Apsona, Donation Pay, RezNexus, Bill.com, Crescendo, RingCentral and/or Gmail preferred. Attention to detail, accuracy, and a passion for database management and analysis is a plus.
Requirements
· Valid Driver’s license and auto insurance.
· Able to lift 40 pounds and hike to special events and trails.
· Flexible and able to effectively respond to rapidly changing priorities.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
TO APPLY
Please send resumé and cover letter to: jobs@tdlandtrust.org.