Temporary Records Assistant

Posted by
Published 17 days ago

*Most PEC staff are currently working from home due to Covid-19. This position would require initial in-office work with the potential for at-home flexibility after a period of time. 


The Piedmont Environmental Council (PEC) is a 501(c) (3) non-profit organization that has proudly promoted and protected the natural resources, rural economy, history, and beauty of the Virginia Piedmont since 1972. PEC empowers residents to protect what makes the Piedmont a wonderful place, and works with citizens to weigh in on important land use and policy decisions, conserve land, protect air and water quality, celebrate historic resources, build smart transportation networks, promote sustainable energy choices, restore wildlife habitat and improve people’s access to nature. 


PEC is seeking to hire a part time records assistant to assist the current Records Manager in performing administrative and recordkeeping tasks primarily involving real estate transactions and nonprofit corporate governance. This position requires a basic understanding of corporations and non-profit land trust organizations, ability to manage recordkeeping processes, an attention to detail, experience using Google Suite and Microsoft Office productivity software, familiarity with database management software, and ability to work cooperatively with colleagues to achieve organizational mission. 


The records assistant will focus on corporate recordkeeping, land stewardship program needs, and general administrative activities. This position will aide in carrying out routine tasks for a prescribed period of time at the direction of, and in concert with, the current Records Manager to preserve and maintain an established flow of information and documentation of Board activities and action, and  

land stewardship activities and action. The records assistant will meet with the Records Manager at least once per week to review any current informational needs and receive direction on prioritized tasks. 

Areas of responsibility: 

∙ Corporate Governance 

o Coordinate staff and Director calendars, and schedule meetings as needed. Be responsible for sending reminders and ensuring the opportunity for adequate attendance and participation. 

o Circulate any meeting materials or follow up correspondence/resources. o Attend virtual meetings of the organization’s Board of Directors and some Board Committee meetings. 

o Keep accurate meeting minutes for specified meetings, paying meticulous attention to any action taken by the body. 

o Draft meeting minutes for specified meetings for review, edit as necessary, and produce clean copies for subsequent meetings. 

o Prepare, review, maintain, and file corporate records, including resolutions, minutes, presentations, reports, etc. with direction. 

o Coordinate signatures as necessary 

o Assist in ensuring compliance with PEC’s document retention policy. 

∙ Conservation and Land Stewardship 

o Prepare, send, and receive annual pre-monitoring landowner questionnaires. o Ensure completion of annual monitoring visits on all PEC-held properties and conservation easements, consistent with PEC/Piedmont Foundation Land  

Conservation Policies and related procedures and guidelines. 

o Complete public records research on conservation easements, including collecting and reviewing information available from locality land records offices, real  

assessment records, and applications for building and development permits and related records. File research appropriately. 

o Maintain conservation easement and fee land stewardship files and databases, consistent with PEC recordkeeping policy. 


∙ Bachelor’s degree, nonprofit management, business administration, law, title work or a related field preferred. 

∙ Paralegal or Legal Secretary experience a plus 

∙ Experience working with Boards of Directors is preferred, though not required. ∙ Demonstrated strong organizational skills in recordkeeping, filing, scheduling, and other administrative areas. 

∙ Demonstrated strong communication skills, both written and oral, including ability to write, edit, and proofread written materials.  

∙ Ability to organize, coordinate and manage diverse activities and deadlines. ∙ Accuracy and detail in paperwork. 

∙ Excellent interpersonal skills and the ability to work well with a diverse constituency.

∙ Knowledge and experience with Salesforce or other CRM databases a plus. ∙ Knowledge and experience with BoardEffect or other board portal software a plus. ∙ Experience with and comfort using Google Suite and Microsoft Office. ∙ Experience using digital file storage systems, such as Box, Egnyte, OneDrive a plus. ∙ Requires minimal supervision. 

∙ Adherence to strict confidentialities a must. 

*Most PEC staff are currently working from home due to Covid-19. This position would require initial in-office work with the potential for at-home flexibility after a period of time. 


The Piedmont Environmental Council (PEC) is…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Job Type
  • Start Date
    June 7, 2021
  • Application Deadline
    May 28, 2021
  • Education
    4-Year Degree Required
  • Professional Level


$24 - $26Salary dependent on qualifications.


No benefits offered for this position.

No benefits offered for this position.

Level of Language Proficiency

Proficient written and verbal understanding of the English language.

Proficient written and verbal understanding of the English language.


45 Horner Street, Warrenton, VA 20186, United States

How to Apply

Please send resumé and cover letter to

Please send resumé and cover letter to

Join Idealist

Sign up today to save your favorite jobs and get email alerts when new ones are posted.