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Central New York Land Trust (CNYLT) is seeking an Office Administrator to handle day-to-day administrative tasks and organizational communications, to ensure uninterrupted operation of our member-supported, nonprofit organization. The office is housed in a collaborative charitable hub at the CNY Philanthropy Center in Syracuse. The Office Administrator's hours are 20 hours per week. Experience in an environmental organization is preferred.
Job Title: Office Administrator/part time 20 hour per week (9AM till 1PM)
Reports to: Executive Director
Summary: The Office Administrator handles day-to-day recordkeeping and administrative tasks to ensure uninterrupted operation of our member-supported, nonprofit organization, and supports the Executive Director with organizational communications.
Duties and responsibilities include the following. Other duties may be assigned.
Organizational Communications
1. Support CNYLT's annual cycle of mailings, including preparing and mailing member renewals, newsletters, annual appeals, and related communications, using US Post bulk mail services when needed.
2. Ensure timely donor response by preparing and mailing acknowledgment letters, and assist with donor communications under direction of Executive Director.
3. Update and monitor member database, social media, website, and events calendar.
4. Answer telephone and route messages to Executive Director or appropriate board committee.
5. Coordinate the work of office volunteers.
6. Prepare responses to routine, incoming mail and email correspondence, including distribution to Executive Director or appropriate board committee when needed.
7. Schedule meetings when requested by Executive Director, print meeting materials when needed.
8. Assists Executive Director with maintaining lines of communication with granting agencies to ensure timely communication, including announcements, reports, and thank you notes.
9. Create and modify organizational reports, memos, and letters.
Recordkeeping and Administration
10. Training in light bookkeeping using Quickbooks Online.
11. Prepare and mail property tax-exempt renewal applications for all organization-owned land parcels by annual deadline, ensuring accuracy and complete recordkeeping, and monitor municipal response and notifications.
12. At a minimum of twice per week, pick up and distribute incoming post office mail.
13. In consultation with Executive Director, provide human resources support, such as reporting for HR and insurance compliance with state and federal requirements, and filing of related paperwork.
14. Perform general clerical duties to include, but not limited to, copying, scanning, filing, including reproduction of land surveys and deeds when needed.
15. Arrange for procurement of office supplies, and repair and maintenance of office equipment.
16. Ensure smooth, efficient operations of IT systems.
Qualifications
Education/Experience: Associates degree from an accredited college or university; and one to two years related experience; or equivalent combination of education and experience. Experience in environmental nonprofit work and membership services are helpful. General knowledge of environmental issues is helpful.
Language Ability: Ability to communicate effectively with diverse people. Ability to read and interpret documents such as operating and maintenance instructions, questionnaires, and procedure manuals. Ability to write routine reports and correspondence.
Computer Skills: To perform this job successfully, an individual should be proficient in Microsoft applications, such as Word and Excel. Knowledge of internet-based software, including accounting, marketing, website, and customer relationship management applications, is helpful. Familiarity with Microsoft Access is helpful.
Math Ability: Ability to calculate for routine duties associated with an office environment.
Other Skills and Abilities: Ability to learn new computer applications and nonprofit best practices. Time management, ability to work independently, ability to respond to and carry out instructions, and problem solving in an office setting.
Physical demands: To successfully perform the essential functions of this job, the employee is regularly required to use hands, talk, hear, stand, walk, and sit. The employee is occasionally required to reach with hands and arms and lift or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CNYLT is committed to creating a diverse environment. All qualified applicants are encouraged to apply, including women, minorities, people with disabilities, and veterans. Candidates will be considered without regard to race color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
