Office Manager

Description

Office Manager

Job Title: Office Manager

Reports To: Finance & Operations Director

Salary Range: $50,000 - $60,000, plus benefits; full-time

Location: Bend, OR

The Deschutes River Conservancy seeks an Office Manager to join our dynamic team in restoring streamflow and improving water quality in the Deschutes Basin.

WHO WE ARE

The Deschutes River Conservancy (DRC), based in Bend, Oregon, is a 501(c) (3) non-profit organization founded in 1996 to restore streamflow and improve water quality in the Deschutes Basin. We bring together tribal, irrigation, environmental, hydropower, and federal, state, and local government interests to accomplish our mission through financing and implementation of voluntary ecosystem restoration projects.

Three major program areas provide focus to our work:

• Irrigation Infrastructure Improvements: The DRC facilitates water conservation projects that restore streamflow and improve water quality.

• Voluntary Market-Based Transactions: The DRC integrates technical support, innovation, program design, financing, and project execution to implement voluntary market-based transactions to restore streamflow.

• Basin-wide Water Management Planning.

We are governed by a 15-person board of directors and managed by a full-time Executive Director with 11 employees. The DRC has an approximately $3.5 million annual budget.

WHAT WE VALUE

We are an innovative, consensus-based, and highly collaborative organization. We proactively seek new solutions for solving old problems. We don't engage in litigation, preferring instead to leverage partners' strengths to get the watershed-scale outcomes we seek. And we live the values of justice, equity, diversity, and inclusion. Our full Mission, Vision, and Values can be found here: https://www.deschutesriver.org/who-we-are.

We honor the native people who have called this region home for thousands of years. We join them in stewardship of our rivers for the next seven generations.

WHO YOU ARE

You are someone who can:

• Proactively seek out and implement solutions to ensure an optimal working environment for all employees

• Work both independently and in a team to facilitate positive collaborative working relationships

• Set goals, resolve problems, and implement plans that are in the best interest of the organization

• Manage all aspects of the office and facilities

• Provide administrative and technical support to all employees

• Communicate clearly and effectively, both verbally and in writing

• Represent the Deschutes River Conservancy to all visitors, donors, and external partners

• Maintain a high level of motivation and a positive attitude

WHAT YOU WILL BE DOING

The Office Manager is responsible for providing general office and administrative support for Deschutes River Conservancy, as well as the Upper Deschutes Watershed Council (UDWC). DRC and UDWC share office space, and the Office Manager supports both organizations in the functions of office management and IT support.

While the Office Manager works with the entire staff, this position works most closely with the Finance & Operations Director particularly in respect to bookkeeping, financial accountability, technical support (IT), administrative assistance, and office management.

This is an in-person position that requires the employee to work in the office every day. Occasional evening or weekend work is required for special events (i.e. educational seminars, fundraising events, Earth Day, etc.). Travel within the Deschutes River Basin may occasionally be required.

Office Management (~25%)

• Greet visitors and answer phones

• Manage all aspects of the office including working with contractors (maintenance, janitorial services, security, parking, landlord)

• Manage office phone system and voicemail

• Order and maintain office supplies for the organization

• Maintain all office equipment (e.g. printer/copier)

• Prepare correspondence and mailings

• Check and distribute mail

• Assist with travel reservations for all staff

• Maintain company vehicles (regular maintenance, registration, etc)

• Manage and maintain a clean and orderly office environment

• Coordinate gatherings and celebrations, such as holiday decorating, holiday party planning, staff anniversaries, milestone gifts and celebrations.

Manage Systems and Technology (~20%)

• Coordinate IT support with external IT Consultant

• Manage all systems used by employees including but not limited to Office 365 (Word, Excel, Outlook, PowerPoint), Donor Perfect Software, QuickBooks, Slack, and Zoom

• Provide training and assistance with systems and technology

• Research and facilitate procurement of new computers, systems software/licenses, and other organizational technical support tools and accessories

• Manage Outlook calendars for shared office resources (company vehicles, conference room)

• Manage email accounts and group lists

Assistance with Accounting (~30%)

• Process accounts payable and weekly bill payments

• Review bank account activity daily and record related accounting transactions in QuickBooks

• Deposit and record checks received

• Enter donations received on DRC website into QuickBooks and reconcile to Donor Perfect software

• Maintain accounting files

• Manage annual 1099 filings

• Maintain vendor records

• Assist with financial statement audits

• Assist the Finance Director with accounting tasks as needed

Administrative Assistance (~25%)

• Prepare reports, memos, and other documents as requested by staff

• Assist with annual water leasing administration

• Coordinate and schedule board meetings including agendas and meeting documents

• Take board meeting minutes

• Responsible for all board correspondence and record keeping

• Coordinate and schedule other meetings and gatherings as needed

• Order and coordinate all meeting refreshments

• Assist with Human Resources (maintain employee files, schedule interviews, etc.)

• Assist the Executive Director and other staff as needed

HOW TO APPLY

Please send a resume and cover letter in one PDF, not to exceed 3 pages, to search@deschutesriver.org. DRC will begin reviewing applications on June 17th. In your cover letter, please explain why you are interested in this position and what skills you will bring to enrich a dynamic office environment. The position will remain open until filled. The target start date is July 8th.

This is a full-time, exempt position. Benefits include a group medical and dental insurance policy, access to a retirement plan with an employer contribution, and a competitive personal paid-time-off policy. The DRC supports continuing education opportunities for all staff.

DRC is actively working to diversify its staff and encourages applications from people of all races, ages, gender identities, sexual orientations, religions, beliefs, national origins, or abilities.

Listing Type

On-Site

Categories

Accounting | Business (General) | Clerical/Administrative | Customer Service | Environmental | Event Planning | Facilities | Information Technology | Management | Nonprofit | Office | Operations | Procurement

Position Type

Full Time

Experience Level

Entry Level

Employer Type

Direct Employer

Salary Min

50000

Salary Max

60000

Salary Type

/yr.