Office Administrator, Bookkeeper and Development Support

Job Description

Mass Audubon’s Allens Pond Wildlife Sanctuary seeks a personable, self-motivated, organized, and detail-oriented individual with office administration experience to serve as Office Manager on a part-time basis with a variable schedule. Under the direction of the Sanctuary Director, the successful candidate will perform a variety of administrative duties, including some which may be complex or confidential in nature, and assist in various additional projects related to the growth of sanctuary operations.

Responsibilities

Financial Accounting of the South Coast Sanctuaries including managing all financial records and processes such as invoice payments, cash receipts, gifts, registrations and payments in Mass Audubon’s online program registration database, check requests, receivables, data entry, budget preparations and reconciliations, grant tracking, report submittal, and follow-up communication.

Development Support including overseeing execution of annual summer fundraising event, assisting Sanctuary Director with donor engagement and acknowledgement, maintaining donor database and relationships, depositing and reporting gifts, coordinating distribution of appeal letters, managing sanctuary membership initiatives and information, and providing on-the-ground support for other events;

Human Resources tasks including maintaining employee packets and personnel files, maintaining accurate records of contact information, onboarding new employees, interns and volunteers, closing out staff employments, implementing statewide initiatives for information security, and preparing seasonal and part-time bi-weekly payroll for submission to headquarters;

Office Management including maintaining electronic and paper files, ordering office supplies and gift shop inventory, answering phone calls and responding to or routing inquiries, managing membership enrollment, processing mail, and supervising office volunteer;

Team Support including keeping informed of program and staff schedules, preparing and sharing updates and meeting minutes as needed, participating regularly and actively in sanctuary and statewide meetings and trainings, maintaining strong work relationships with Mass Audubon staff throughout the organization especially at Headquarters, greeting and providing excellent customer service to visitors and supporters; and assisting with other aspects of sanctuary operations as needed and as planned for strategic expansion.

Qualifications

High school diploma required, plus 5 years of relevant office management and accounting experience; college coursework in business administration, non-profit management, or other related field preferred. Applicant must enjoy working with the public; be comfortable working in a fast-paced environment with changing priorities and recurring projects; both multi-task and focus on administrative tasks despite frequent interruptions; and be able to work productively with others in a shared office environment.
Candidate must have strong computer skills and experience using a variety of software products including MS Office, Quickbooks, and Adobe programs; applicant should specify which programs they have used and in what capacity. Success in this position requires excellent communication skills, flexibility, the ability to maintain an organized office, and the ability to work well with staff, supporters, and volunteers.
Must possess a valid driver’s license and vehicle, Must successfully pass a CORI, SORI and driver’s record background check. Some occasional travel within Massachusetts will be required.
Team players with a demonstrated commitment to the environment, experience managing social media and electronic newsletters, the ability to connect well with others, a good sense of humor and a flexible attitude will be given first priority.

Compensation and Benefits

Hourly wage based on experience

Additional Comments

This position requires working an average of 20 hours per week throughout the year on a flexible schedule, ranging from 10 hours for half the year and shifting up to 40 hours during summer months, and on occasional weekends and evenings.

How to Apply

Send resume and cover letter to:
Gina Purtell, Sanctuary Director
gpurtell@massaudubon.org

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