Administrative Assistant to the Director of Stewardship
Maine Coast Heritage Trust
Opening posted: 10/07/2019 | Expires: 11/04/2019
Under the general supervision of the Director of Stewardship, provides administrative support to the Stewardship department and the Director.
Essential Job Functions
- Prepares and manages communications for the Director of Stewardship, including annual correspondence with easement landowners.
- Initiates and handles a variety of tasks regarding taxes on MCHT fee lands, such as:
- Update, calculate and submit annual Commercial Forestry Excise Tax Return to Maine Revenue Services.
- After consultation with the Director of Stewardship, prepares and submits applications for current use or exempt tax status on MCHT fee properties.
- Prepares annual PILOT payments to towns where MCHT has tax exempt properties.
- Maintains accurate records of tax status and payments for all MCHT fee holdings.
- Schedules Stewardship Committee and staff meetings and prepares necessary materials and presentations. Assists the Stewardship Director in preparing materials for Board meetings.
- Maintains a variety of paper and electronic files and records for the Stewardship Department in accordance with recordkeeping policy. Also maintains organizational records related to land transactions.
- Maintains, updates and disseminates statistical data and information for Stewardship Department and respond to requests from other areas of the organization such as:
- Track all Completed Land Transactions and distribute year-end report to staff
- Track annual completion of all easement and preserve monitoring reports and maintain digital and paper files of same.
- Enter annual easement and fee monitoring data into state maintained registry.
- Provide annual updates to Land Trust Alliance Terra Firma conservation easement insurance fund.
- Works with staff to develop and prepare preserve brochures and signage for MCHT preserves.
- Participates on various organizational committees including IT and Database Committees.
- Participates with other staff to upgrade and maintain stewardship database.
- Acts as a contact person and responds to inquiries and requests from, landowners, other land trust staff, MCHT staff, etc.
- Assists Human Resources and the Stewardship team with the hiring of seasonal staff.
- Manages the seasonal rental schedule and collection of fees for Saddleback Island and McCabe cabins.
- Attends various Department and Board meetings.
- Performs special projects and other related duties as required, directed, or as the situation dictates.
- Regular attendance at the workplace is required.
Education and Experience
Bachelor’s Degree with office administrative experience or 4-5 year combination of relevant education, training, and/or experience.
- Excellent organizational skills.
- Strong data management skills.
- Strong writing, editing, and word processing skills.
- Strong interpersonal and oral and written communication skills.
- Ability to work both independently and as part of a team.
- Ability to effectively operate computers and software necessary for assigned duties, including Microsoft Word, Excel, Access, PowerPoint, and Publisher.
Working Conditions and Physical Demands
Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse. Occasional moderate lifting required.
*This is a permanent, full-time position with a benefits package including insurance, vacation time, and a retirement plan.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
This job description does not constitute and employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.