The Office Manager will provide high-quality administrative support to Audubon Louisiana’s work across the state. Specifically, s/he will be responsible for the timely processing of gifts and gift acknowledgements, payables, and ensuring the smooth operation of the Louisiana office.
Audubon Louisiana includes the primary office in Baton Rouge, a shared office in New Orleans for staff working as part of the Mississippi River Delta Coalition, and the Audubon Society’s oldest and largest sanctuary, the Paul J. Rainey Sanctuary in Vermillion Parish.
Areas of Responsibility:
- Serve as the office financial point of contact for Audubon Louisiana office:
- Work closely with Louisiana staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
- Assist in sending invoices and tracking receivables.
- Maintain and ensure receipts for purchasing card activity are organized, received and approved for each and every item in Audubon’s PCR system.
- Manage logistics of Audubon Louisiana board meetings and other key meetings, including dissemination of materials, securing and managing locations and refreshments, etc.
- Manage gift receipt and processing function to ensure excellent service to Audubon Louisiana donors
- Prepare gift transmittals within two business days of gift receipt
- Merge, print, prepare and mail acknowledgement letters within two business days of gift receipt
- Respond to phone inquiries from donors and staff within one business day
- Update donor records in Salesforce (our donor database), including donor contact/activity notes, contact information and preferences, and other donor information as requested by the development team
- Manage all office contracts in compliance with Audubon policy, including coordination with the national office as necessary
- Assist with the mail or electronic submission of proposals, reports and correspondence as needed
- Prepare the Executive Director’s monthly expense reimbursement ensuring all expenses are coded properly, receipts are attached, and in accordance with Audubon policy.
- Assist with the set-up of new employees in the Louisiana offices
- Inventory and order office supplies
- Manage the organization of the office and handle building/maintenance issues as they arise
- Assist with event logistics as requested
- Serve as point of contact for office vendors and National support staff colleagues
- Sort incoming and prepare outgoing mail
- Other duties as requested
Educational Background:
High School Diploma or GED equivalent required; Associate Degree preferred.
Skills/Experience:
- 5+ years' experience in an office administration role OR a combination of higher education and 2+ years' administrative experience
- Exceptional organizational ability, attention to detail and a can-do attitude are essential
- Proven ability to track and move tasks/projects to completion in a fast-paced environment
- Ability to work independently with limited supervision, as well as part of a small team
- Excellent customer service and communication skills
- Critical thinking skills and a problem-solving attitude
- Proficiency in Microsoft Office products, including Outlook, Word and Excel. Working knowledge of Salesforce strongly preferred.
- Ability to exercise discretion and maintain strict confidentiality
- Experience working with donors and development processes a plus
- Bookkeeping and contract preparation experience a plus
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 25 2018
Active Until:
Mar 25 2018
Hiring Organization:
National Audubon Society
industry:
Nonprofit