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Administration Manager

Downeast Coastal Conservancy

Opening posted: 07/09/2024 | Expires: 08/01/2024

Apply via website Apply via email


SUPERVISOR:

DCC Executive Director (ED)

TIMING and LOGISTICS:

This part-time, year-round position is 24 hours per week. Work scheduling can be flexible, however some weekend and/or evening work is required on occasion.

The pay rate is $20/hour, commensurate with experience.

SUMMARY OF ORGANIZATION AND POSITION DUTIES:

Downeast Coastal Conservancy is a nationally-accredited land trust that has roots in Washington County since 1987. DCC conserves essential ecological habitats, engages the local community, and fosters an environment where wildlife and people thrive in coastal Washington County, Maine.  We manage and protect more than 7,000 acres and 70 miles of shoreline, maintain 30 miles of hiking trails, and promote numerous points of public access.

The AM will coordinate DCC’s office, located in Machias, ME, and support the administration of the organization including donor database management, billing and receiving, financial recordkeeping, general filing, and other office management duties as needed. The AM works in an active office environment with other staff, and interacts regularly with volunteers and visitors. Good humor and a friendly, collaborative spirit are essential.

ESSENTIAL QUALIFICATIONS:

  • Strong organizational skills with attention to detail
  • Experience with customer service and good interpersonal skills
  • Comfortable utilizing computers for office work. Proficiency with Microsoft Office Suite and Google Suite are a must. Experience with Little Green Light and/or QuickBooks is preferred.
  • Self-motivated and able to work independently
  • Enthusiasm for community conservation and outdoor recreation.

SPECIFIC TASKS:

Administrative Duties

The AM is the support staff for administration of the DCC office.

  • Office Reception: Answer telephone calls, route calls, and take messages; greet visitors to the office and answer general inquiries.
  • Mail Management: Pick up and deliver mail. Coordinate bulk mailings for financial appeals and stewardship. Follow protocols for opening mail and recording donations.
  • Banking: Coordinate banking activities including recording income appropriately and making daily deposits.
  • Donor Database Maintenance & Support: Maintain the donor database with accurate donor information. Add donor contribution information, print and process donor acknowledgement letters, update donor contact information, and ensure data quality.
  • Bookkeeping: Record all deposits and bill payments in QuickBooks. Print checks for bill payments. Maintain files for donations, invoices, and monthly income reports. Support the annual audit.
  • Fundraising: Manage and execute the annual appeal, silent auction, and assist with other Development tasks as needed.
  • Facilities Management: Maintain a clean and inviting office. Coordinate the order and stocking of office supplies as needed.
  • Assist with management of the DCC website as needed.
  • Receive emails from the DCC general inbox and respond to general inquiries. Forward specific questions to appropriate staff.
  • Facilitate ticket sales for major events, manage special event requests, and maintain accurate attendees lists.

Additional Duties:

The AM will work as a member of a small staff to support all DCC efforts.

  • Assist with DCC outreach events and annual meetings.
  • Assist with press releases and newsletter articles, as needed.
  • Assist with other tasks as requested by the ED.

To Apply:

Application Deadline: August 1, 2024

Please send an electronic version of your cover letter, resume, and contact information for three references to the following address with the words “Administration Manager Position” in the subject line:.