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Office Manager: Oregon State Parks Trust

Digest topic: Jobs & Internships

Information

organization:Oregon State Parks Trust
position summary:

As Oregon State Parks Trust's Office Manager, you'll be responsible for providing administrative and clerical support to all areas of the organization.

Development Administrative & Clerical

(50%):
•Maintains donor database. Enters and updates records in the donor database.
•Processes contributions and writes and sends donation acknowledgement letters.
•Processes credit card transactions. Updates online credit card donation webpages.
•Manages memorial and honorarium giving program.

General Administrative & Clerical

(20%):
•Picks up, opens, and processes all incoming mail and posts outgoing mail.
•Manages the voicemail system.
•Manages general, administrator, info and personal email in-boxes.
•Creates and maintains an effective document management/filing system.
•Compiles and sends Board and Executive Committee meeting packets. Makes logistical arrangements for Board and committee meetings. Maintains rosters and contact information of Board and committees. Drafts minutes of Board meetings.
•Maintains master organizational calendar, including meetings, events and deadlines.
•Maintains and updates a master copy of the Oregon State Parks Trust’s Board of Trustees notebook.
•Manages and maintains office equipment and email, fileserver and related technological systems.
•Assesses office supply needs and purchases office supplies.
•Manages Executive Director’s calendar. Provides administrative support to the Executive Director.
•Manages administrative volunteers, interns, and temporary employees.

Financial

(15%):
•Collaborates closely and effectively with bookkeeper to maintain and refine financial systems and procedures.
•Assists in the preparation, submittal, and management of the annual budget.
•Ensures that incoming bills are correctly coded to appropriate budget expense category. Ensures that donations and other contributions are correctly coded to appropriate budget revenue category.
•Prepares all deposits; manages deposit pick-up by courier.
•Reconciles donor database records with accounting records.
•Assists in assembling information for audits and financial reviews.

Communications

(10%):
•Plans, compiles materials for inclusion in, and sends e-newsletters.
•Updates Oregon State Parks Trust’s website, including uploading latest e-newsletters, newsletters, press releases, and project/campaign reports.

Events

(5%):
•Assists with events such as donor cultivation events, fundraisers, and workshops.

See website for detailed position description. To apply, send a cover letter, your resume and a completed application form to: Dave Eshbaugh, Executive Director, Oregon State Parks Trust, 2100 SW River Pkwy, 4th Fl, Portland, OR 97201-8009 or dave@oregonstateparkstrust.org. Review of applications begins Wednesday, February 10, 2010; applications will be accepted until the position is filled.

Salary / Pay Rate:$10-$15/hr (DOE), 32-40 hrs/wk. Benefits include: paid vacation and sick leave; 10 paid holidays; medical, disability and life insurance; and a retirement savings plan. Our office is along the west bank of the Willamette River, at the southern end of downtown Portland's Riverplace district. Access to mass transit (Portland Streetcar, SW Moody stop) is nearby.
Required Skills and Abilities:•Commitment to Oregon State Parks Trust’s mission. •At least three years successful experience in highly related office management work; experience in a nonprofit office setting is a plus. Qualified individuals must have a special interest in administrative support work. Bachelor’s degree in Business Administration or a related field is desirable. •Strong technical skills, including: (1) expertise with MS Windows, MS Word, MS Excel, MS PowerPoint, MS Outlook and the Internet; working knowledge of QuickBooks is highly desirable; (2) data entry and database management experience; experience managing and using a donor database, particularly e-Tapestry, is a plus; (3) experience managing a website; ability to learn and use Plone website programming language; and (4) Basic graphic design experience is desirable. •Exceptional organizational and administrative skills. •Excellent written and verbal communication skills, including phone skills and front office presence. •Ability to: (1) work effectively in a small (two staff) office setting; (2) organize, set priorities and exercise sound independent judgment within areas of responsibility; (3) manage multiple and changing priorities and to meet deadlines; (4) Work effectively with volunteers; (5) maintain sensitive and confidential information; (6) travel occasionally, locally and throughout the state of Oregon; (7) represent Oregon State Parks Trust professionally to the public. •Must be available for occasional weekend or evening events. •Valid driver’s license.
Education Required:College degree

Organization Link

OREGON STATE PARKS TRUST

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