Office Manager

Job Type

Full Time

Published

09/18/2018

Start Date

10/16/2018

Application Deadline

10/12/2018

Address

1055 Washington Boulevard
4th. Floor
Stamford
CT
06901
United States

Description

Organization Background

Mill River Park Collaborative, provides the leadership and resources for the creation and maintenance of Mill River Park in Stamford, CT. The Collaborative is a public/private partnership of government, corporate and community interests who are committed to not only building an inviting and exciting park and greenway, but also assuring its’ enduring success.


Mill River Park is being built in phases. In 2006 we completed Mill River Playground with the help of 1,500 community volunteers. In 2009 we completed the River Restoration. In 2013, we completed Phase 1, the 12-acre central section of the park. In 2017, we opened an enclosed 4-season carousel pavilion. There are also plans for a seasonal skating center, fountain and park building, along with three additional geographic areas of the park to be built.


Job Description

The Office Coordinator will be a full-time, year-round employee of Mill River Park Collaborative. Reporting to the Executive Director, the Coordinator will be responsible for organizing and coordinating office operations and procedures to support organizational effectiveness and efficiency. This person will ensure that office supplies are maintained, information systems and office equipment are functioning, and donor data is well-managed. The position is also responsible for supporting financial functions. A successful candidate for this role will understand the importance of effective external relations and the value of an engaged constituent base.


Responsibilities:

Support of Senior Staff

  • Provide exemplary administrative support to the Executive Director including scheduling meetings and conference calls, maintaining calendars, arranging travel, managing correspondence, and securing necessary resources and information
  • Work closely with Development Director to coordinate meetings with donors and prospects, follow-up emails, and general stewardship
  • Work closely with Director of Programs to respond to permit requests, maintain program calendar and process permit payments
  • Assist senior staff members, as directed by Executive Director, with calendaring and arrangements for meetings

General Office Administration

  • General office maintenance which includes: greeting guests, ordering supplies, maintaining office machines, running errands as needed, mail and package distribution
  • Manage phone and computer systems and coordinate work with IT consultant, as needed.
  • Answer phones, route calls or respond as appropriate.
  • Organize and supervise bulk mailing
  • Work with staff to plan office-wide meetings, events and social outings
  • Coordinate with outside vendors as appropriate for services.
  • Monitor general information email address, respond to requests for information or route to correct staff.

Financial Operations

  • Process new hires and maintain employee records
  • Maintain and create HR files with required documents
  • Handle banking transactions for operating and capital accounts under supervision of Treasurer and produce thank you letters for all gifts.
  • Accounts payable - review invoices and process check requests.
  • Accounts receivable – create invoices and track status
  • Assist with the annual audit and preparation of periodic internal and external financial reports
  • Monitor bank and credit card transactions under supervision of Treasurer
  • Manage petty cash fund

Board Operations

  • Assist with the planning and execution of board and committee meetings including scheduling and communication, preparing materials for distribution, and interfacing with caterers and venues
  • Attendance at monthly evening meetings to take minutes and track follow-up items
  • Manage the administrative tasks related to the Board of Directors

Data Management

  • Maintain donor database through data entry and management of current and future constituencies
  • Manage gift and grant processing in donor database and ensure proper acknowledgment
  • Process and file correspondence for board, foundations, and federations

Qualifications

  • Associate’s degree and 3 years of office support experience or High School Diploma and 7 years of office experience, including administration and facilities
  • Strong judgment highly developed problem-solving/analytics skills, and project-management skills, and a keen focus on continuous improvement
  • Ability to be flexible, team player and interface professionally with all levels of internal and external customers
  • Must be able to use initiative and independent judgment within established guidelines
  • Effective written and oral communication skills.
  • Excellent skills with Microsoft Word, Excel and Outlook and Quickbooks, experience with Google Suite and Constituent Relationship Management (CRM) software a plus
  • Understanding of basic accounting principles preferred.
  • English / Spanish bilingual a plus

Physical & Other Requirements

  • Will require walking distances, lifting & carrying equipment and boxes.
  • Significant computer work, which may require repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands.
  • Occasional lifting (> 15 lbs), bending, pulling, collating/filing, carrying, and/or moving boxes, files, etc., some of which could be heavy or require the use of carts.
  • Will require working some evenings and weekends for major events
  • Valid driver's license
  • Must be authorized to work in the U.S.


Benefits

Benefits for full time employees include health insurancet, paid vacation, holidays, and a retirement plan.

Professional Level

None specified

Minimum Education Required

High School

How To Apply

nia@millriverpark.org
http://millriverpark.org

HOW TO APPLY

To apply, please submit your cover letter, resume and salary requirement to Nia@millriverpark.org. Only those whose applications are being considered will be contacted.


The Mill River Park Collaborative is an equal opportunity employer and consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status.


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