JOB DESCRIPTION
Title: Operations Coordinator
Reports to: Executive Director
Supervises: N/A
Work Schedule: 5 weekdays, 40 hours/week
Work Location: 833 SW 11th Ave, Suite 800, Portland OR 97205
FSLA Status: Permanent/Exempt (includes occasional weekends and evenings)
THE ORGANIZATION
Forest Park Conservancy (FPC) protects and fosters the ecological health of Forest Park, maintains and enhances the park’s extensive trails network and inspires community appreciation and future stewardship as a gift for generations. Each year, we work with 1,600 volunteers to maintain trails, remove invasive species and plant native trees and shrubs. Forest Park Conservancy is leading a 20-year campaign to restore 15,000 acres of public and private lands to ensure the long-term health of Forest Park.
SUMMARY OF POSITION
The Operations Coordinator acts as the face of the organization, as this person will be the first point of contact at our office, by phone, and by emails to our general inbox. This person is responsible for creating and executing office operations and procedures to support organizational effectiveness and efficiency. The position is the primary contact for a variety of areas within the organization. In addition to supporting the financial and administrative functions of the organization, this role includes providing support for human resource related tasks, information technology (IT), legal tasks, and includes building relationships with donors and volunteers of the organization.
The Operations Coordinator will also play a role in strategic decision making and operations as FPC continues to improve its programming and build capacity. This is a great opportunity to learn all aspects of a nonprofit while maximizing and strengthening the internal capacity of a well-respected organization.
DUTIES & RESPONSIBILITIES
Financial Coordination | 40% Time
Help maintain and uphold Financial Policies & Procedures.
Manage and process all incoming invoices and accounts receivable.
Monthly: organize, reconcile, and code all revenue and expense transactions, including sales, donations and receivables, and send to bookkeeper for the production of monthly financial statements.
Act as point person between bookkeeper and organization.
Track grants using Chart of Accounts.
Process payroll and pay payroll taxes biweekly using QuickBooks Online.
Make all bank deposits and report all ACH deposits to bookkeeper.
Maintain petty cash.
Assist with the development of annual budget.
General Administrative Support | 30% Time
Help maintain and uphold Personnel Policies and Procedures with staff.
Act as representative of organization to the general public and our partners. For example this person will staff our front desk, answer phones, and general information emails and will route or responding as appropriate.
Manage office supply and equipment requisitions and repairs.
Continually improve and maintain electronic and paper filing systems.
Ensure protection and security of paper and electronic files and records.
Assist with recruitment and onboarding of seasonal staff in Fall and Spring.
Responsible for maintaining personnel records and contractor files.
Assist Executive Director in with management of organizational calendar including appointments and meetings
IT Support: Manage phone and computer systems and troubleshoot IT issues, coordinating work with IT contractor, as needed.
Development Support | 30% Time
Manage all donor records using multiple software platforms (QGiv, Raiser’s Edge 7, and Adobe’s Business Catalyst).
Produce thank you letters for all gifts, including appropriate tax-deduction language.
Coordinate online store: Maintain inventory, ship orders, maintain positive relationships with wholesale clients, and update product images and descriptions online.
REQUIRED QUALIFICATIONS
3+ years’ experience providing administrative support
Experience with office administration and management practices and procedures
Ability to learn new software
Working knowledge of basic accounting principles
Ability to manage and trouble-shoot phone and computer systems and office equipment
Proficient in Microsoft Word and Excel
Ability to efficiently and accurately enter and extract data from multiple databases
Ability to organize, set priorities, and exercise sound independent judgment
Ability to communicate clearly and effectively, both orally and in writing
Enjoys providing staff and customer support
PREFERRED QUALIFICATIONS
Recent experience with Raiser’s Edge 7 and QuickBooks Online
High level proficiency in Microsoft Word and Excel
Experience in nonprofit accounting
Bi- or multi-lingual
Experience with and commitment to equity, diversity and inclusion
COMPENSATION AND BENEFITS
Salary: $38,000 – $42,000
Benefits: Generous vacation benefits, holiday and sick pay, and health & dental insurance
TO APPLY
Please email your resume, cover letter and three references in one PDF document to jobs@forestparkconservancy.org with “Operations Coordinator” in the subject line. Application deadline is March 25th, at 5pm, PST.
Start Date: As soon as available between 4/01/2019 and 4/15/2019
The Forest Park Conservancy is an equal opportunity employer and does not discriminate in its selection of candidates for employment on the basis of race, color, national origin, religion, sex, sexual orientation, marital status, disability, age, military service, family medical history, legal source of income, gender identity, political affiliation, or family leave obligations.
