This job expired on November 08, 2019
Office Administrator Quivira Coalition
- Date Posted September 09, 2019
- Location Santa Fe, NM
- Category Agriculture / Nonprofit
- Job type Part-Time
Company description
Job description
The Quivira Coalition is seeking an Office Administrator. This person should be highly organized and dedicated to providing support for an efficient nonprofit office. The office administrator ensures smooth running of our organization’s operations and contributes to driving sustainable growth. The office administrator’s tasks include bookkeeping, human resources (payroll support, benefits, and incoming paperwork facilitation for new employees), managing office supplies and spaces, collecting and responding to general correspondence, providing administrative support to program and fundraising staff, and light property management support.
Although Quivira’s team is small in number (less than 15 full- and part-time employees), our scope is ambitious and far-reaching. The ideal candidate will be competent at prioritizing and working with little supervision and working as part of a team. An ideal candidate will have a positive, grounded attitude and will also understand and have a passion for the mission of the Quivira Coalition.
SPECIFIC DUTIES AND RESPONSIBILITIES
-Office Administration
--Coordinate office activities and operations to secure efficiency and compliance to organization policies
--Assist when necessary with agendas/travel arrangements/appointments etc. for program and development staff
--Manage incoming and outgoing phone calls and correspondence (e-mail, letters, packages etc.); fulfill publications orders (web-based store)
--Track office supplies inventory and place orders when necessary
--Track publication inventory
--Maintain publications archive
--Submit timely reports and prepare presentations/proposals as assigned
--Serve as primary administrative recordkeeper
--Maintain business insurance files
--Property Management; maintain building tenant files
-Bookkeeping / Accounts Payable and Receivable / Audit
--Support budgeting and bookkeeping procedures
--Create and update records and databases with personnel, financial, and other data
--Post transactions (revenues and expenses) in accounting system
--Monitor and initiate weekly payables
--Process, record, and file financial transactions, including supporting documentation (credit card expenses, bank transactions, deposits, etc.)
--Collaborate with accounting services and staff to reconcile monthly financials
--Gather data needed for invoice generation
--Assist colleagues whenever necessary with tasks including budgeting, invoicing, and reporting expenses
--Gather reports and paper documentation for annual report
--Support staff in preparing for workshop sales (petty cash, inventory assessment) and membership drives
--Code and confirm transactions for monthly reconciliation and payroll (handled off-site via electronic document interface with Quivira’s accounting agency)
--Manage accounts payable via bank Bill Pay interface, ACH, and Quivira credit card
--Prepare and submit invoices (agency contract, conference sponsorship, and foundation grant reimbursements)
--Support the annual audit (annual reporting, document assembly)
-Human Resources / Personnel / Payroll
--Create, update and file personnel records and databases
--Coordinate incoming and outgoing employee documentation
--Support Executive Director with annual employee contract updates
--Track and coordinate new hires’ benefit starts
--Enroll and remove employees from various benefits in a timely fashion
--Support Executive Director with bi-weekly payroll processing (bi-weekly timesheets via Google Drive/Google Sheets) using Gusto web-based software
--Perform annual paid time off (PTO) audits
-Staff and Board Support
--Collaborate with other staff members and engage with other Quivira program areas as needed
--Participate in board and staff meetings, retreats, and strategic planning meetings
QUALIFICATIONS
--Associate or Bachelor’s degree or at least two years of direct experience
--Must live in or near Santa Fe (Albuquerque works)
--Proven experience as an office assistant, secretary, administrative assistant, or office administrator or related role
--Familiarity with office management procedures and basic bookkeeping, payroll, and accounting principles
--Good interpersonal, verbal, and written communication skills
--Highly organized, outgoing, energetic, positive attitude, and flexible; ability to manage multiple/complex objectives; able to set priorities and take initiative
--Experience working with ranchers and farmers
--Experience working in a nonprofit environment
--Experience recruiting and managing volunteers
--Proficient with Microsoft Office, G Suite, Quickbooks online, Stripe, Square, MailChimp, WordPress, Asana, Slack, Copper, and other web-based platforms
COMPENSATION AND START DATE
--This position Starts at $18-$20 per hour, depending on experience.
--This is a 30 hour a week position and is eligible for Quivira’s competitive benefits package, including health, dental and vision insurance, life and disability insurance, and simple IRA.
--Quivira’s office is closed 2 weeks per year.
--Applications will be taken through October 1, 2019.
To apply for this position, submit the following to nameh @ quiviracoalition.org with the subject line Office Administrator Application:
Letter of interest addressing the following areas:
--When you would be able to work
--Why you’d like to work for Quivira
--Why doing this sort of work appeals to you
--What you will uniquely bring to this job
--Confirmation that Quivira may contact your references and past employer(s)
--Resume or CV
--Contact information for three references (professional references preferred)
Applications will be reviewed as received and until the position is filled. Incomplete applications will not be accepted. We can only accept applications from US citizens or those who hold a Green Card or work visa. Non-US citizens must supply a copy of their work visa.
The Quivira Coalition is an Equal Opportunity Employer. We support diversity and equity, and we encourage applications from all groups of people. We recognize that the strength of the Quivira Coalition is in our people, and we believe that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination and harassment. We do not and will not discriminate in employment and personnel practices, and we are committed to equal employment opportunity. Compensation this position is : hourly, $15/hr + Application instructions
The Quivira Coalition builds soil, biodiversity, and resilience on western working landscapes. We foster ecological, economic, and social health through education, innovation, and collaboration.
- Our Land and Water program helps ranchers develop plans and management strategies for restoring and building resilience on slope wetlands, grasslands, and other working landscapes.
- Our New Agrarian program helps to ensure that living and working knowledge of these practices, and the landscape itself, is stewarded into the future.
- Our Education program, including our annual conference and open source publications, creates a space for our coalition to share ideas and resources, and for the general public to learn about the critical role working lands play in the health of our food systems, communities, and our planet.
At the foundation of all our work is the concept that well managed working rangelands and forests are two of the most effective, efficient, and immediately viable paths to remedy the devastating impacts of climate change.
Although Quivira’s team is small in number (less than 15 full- and part-time employees), our scope is ambitious and far-reaching. The ideal candidate will be competent at prioritizing and working with little supervision and working as part of a team. An ideal candidate will have a positive, grounded attitude and will also understand and have a passion for the mission of the Quivira Coalition.
SPECIFIC DUTIES AND RESPONSIBILITIES
-Office Administration
--Coordinate office activities and operations to secure efficiency and compliance to organization policies
--Assist when necessary with agendas/travel arrangements/appointments etc. for program and development staff
--Manage incoming and outgoing phone calls and correspondence (e-mail, letters, packages etc.); fulfill publications orders (web-based store)
--Track office supplies inventory and place orders when necessary
--Track publication inventory
--Maintain publications archive
--Submit timely reports and prepare presentations/proposals as assigned
--Serve as primary administrative recordkeeper
--Maintain business insurance files
--Property Management; maintain building tenant files
-Bookkeeping / Accounts Payable and Receivable / Audit
--Support budgeting and bookkeeping procedures
--Create and update records and databases with personnel, financial, and other data
--Post transactions (revenues and expenses) in accounting system
--Monitor and initiate weekly payables
--Process, record, and file financial transactions, including supporting documentation (credit card expenses, bank transactions, deposits, etc.)
--Collaborate with accounting services and staff to reconcile monthly financials
--Gather data needed for invoice generation
--Assist colleagues whenever necessary with tasks including budgeting, invoicing, and reporting expenses
--Gather reports and paper documentation for annual report
--Support staff in preparing for workshop sales (petty cash, inventory assessment) and membership drives
--Code and confirm transactions for monthly reconciliation and payroll (handled off-site via electronic document interface with Quivira’s accounting agency)
--Manage accounts payable via bank Bill Pay interface, ACH, and Quivira credit card
--Prepare and submit invoices (agency contract, conference sponsorship, and foundation grant reimbursements)
--Support the annual audit (annual reporting, document assembly)
-Human Resources / Personnel / Payroll
--Create, update and file personnel records and databases
--Coordinate incoming and outgoing employee documentation
--Support Executive Director with annual employee contract updates
--Track and coordinate new hires’ benefit starts
--Enroll and remove employees from various benefits in a timely fashion
--Support Executive Director with bi-weekly payroll processing (bi-weekly timesheets via Google Drive/Google Sheets) using Gusto web-based software
--Perform annual paid time off (PTO) audits
-Staff and Board Support
--Collaborate with other staff members and engage with other Quivira program areas as needed
--Participate in board and staff meetings, retreats, and strategic planning meetings
QUALIFICATIONS
--Associate or Bachelor’s degree or at least two years of direct experience
--Must live in or near Santa Fe (Albuquerque works)
--Proven experience as an office assistant, secretary, administrative assistant, or office administrator or related role
--Familiarity with office management procedures and basic bookkeeping, payroll, and accounting principles
--Good interpersonal, verbal, and written communication skills
--Highly organized, outgoing, energetic, positive attitude, and flexible; ability to manage multiple/complex objectives; able to set priorities and take initiative
--Experience working with ranchers and farmers
--Experience working in a nonprofit environment
--Experience recruiting and managing volunteers
--Proficient with Microsoft Office, G Suite, Quickbooks online, Stripe, Square, MailChimp, WordPress, Asana, Slack, Copper, and other web-based platforms
COMPENSATION AND START DATE
--This position Starts at $18-$20 per hour, depending on experience.
--This is a 30 hour a week position and is eligible for Quivira’s competitive benefits package, including health, dental and vision insurance, life and disability insurance, and simple IRA.
--Quivira’s office is closed 2 weeks per year.
--Applications will be taken through October 1, 2019.
To apply for this position, submit the following to nameh @ quiviracoalition.org with the subject line Office Administrator Application:
Letter of interest addressing the following areas:
--When you would be able to work
--Why you’d like to work for Quivira
--Why doing this sort of work appeals to you
--What you will uniquely bring to this job
--Confirmation that Quivira may contact your references and past employer(s)
--Resume or CV
--Contact information for three references (professional references preferred)
Applications will be reviewed as received and until the position is filled. Incomplete applications will not be accepted. We can only accept applications from US citizens or those who hold a Green Card or work visa. Non-US citizens must supply a copy of their work visa.
The Quivira Coalition is an Equal Opportunity Employer. We support diversity and equity, and we encourage applications from all groups of people. We recognize that the strength of the Quivira Coalition is in our people, and we believe that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination and harassment. We do not and will not discriminate in employment and personnel practices, and we are committed to equal employment opportunity. Compensation this position is : hourly, $15/hr + Application instructions
This job expired on November 08, 2019
DeadlineOctober 01, 2019