Administrative Specialist (Policy and Science) - The Conservancy of Southwest Florida

Job Title: Administrative Specialist
Salary Range: $46,000 - $52,000
Reports to: Directors of Environmental Policy and Science

MISSION: For more than 50 years, the Conservancy of Southwest Florida has been a leading environmental advocacy organization dedicated to protecting Southwest Florida's water, land, wildlife, and future.

PURPOSE OF JOB: The Administrative Specialist is responsible for administrative support to Environmental Policy and Science department staff. Responsibilities will include performing administrative tasks, financial and record management, accurate data entry into databases, and other business support responsibilities.

RESPONSIBILITIES:
Administrative Support:
• Provide general office support as requested, including handling phone calls, correspondence, errands, and data entry.
• Assists with coordination of special events, including displays and presentations.
• Schedules and coordinates meetings on and off-site.
• Maintains a division calendar of staff activities, meetings, etc.
• Maintains files, records, and correspondence for the department.
• Processes outgoing mail and bulk mailings for departments.
• Process requests to purchase equipment and supplies for departments through the business office and follow up on submitted purchase orders.
• Manages and processes intern applications and onboarding.
• Acts as a liaison with other Conservancy administrative activities.
• Run local errands for materials and supplies.
• Helps maintain office supplies for departments.
• Helps maintain department office equipment (copier, binder, etc.).
• Helps prepare meeting rooms for departments and take minutes of various meetings.
• Maintains contacts list for departmental use.
• Assists in preparing leases and contracts and monitors for timely updates and renewals as appropriate.
Financial and Record Keeping:
• Assists with Program and project reporting, financial tracking, timelines, and record keeping.
• Assists with the departments' grant, foundation, and other record-keeping and reporting requirements.
• Inputs data for spreadsheets or databases as needed and prepares reports.
• Processes receipts for purchases and codes invoices for payment.
• Maintains tickler system for society memberships, journal subscriptions, or other departmental items needing follow-up.
Research and Information Support:
• Assists with research and application preparation of grants and foundation opportunities.
• Performs a variety of research as required.
• Monitors Government agency agendas.
• Researches public files.
Other Responsibilities:
• Acts as the primary departmental lead in understanding, operating, and basic troubleshooting for organizational electronics used in Policy and Science meetings.
• Makes travel arrangements.
• Other duties, as assigned.

EDUCATION AND EXPERIENCE:
• Associate's degree (A.A.) or equivalent experience.
• 2+ years of office support experience with strong typing skills.
• Excellent professional phone manners.
• Strong verbal and written communication.
• Proficient in grammar and proofreading.
• Advanced in Microsoft Office, internet use, and database is a plus.
• Highly skilled in MS Office Suite (Word, Excel, Outlook); familiarity with PowerPoint.
• Detail-oriented, organized, and adept at multitasking.
• Able to work independently and in a team.
• Skilled in task prioritization.
• Flexible with nontraditional office hours.
• Interest in the Conservancy of Southwest Florida's mission is a plus.
• Nonprofit experience preferred.
• Maintains composure under pressure.

SKILLS AND ABILITIES:
• Read and understand business publications.
• Write reports, business correspondence, and manuals.
• Communicate effectively with various groups.
• Perform basic math operations (add, subtract, multiply, divide).
• Calculate rates, ratios, and percentages and interpret bar graphs.
• Solve practical problems in diverse, non-standardized situations.
• Interpret written, oral, and diagrammatic instructions.

The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties; management may assign additional responsibilities.

CERTIFICATES, LICENSES, AND REGISTRATIONS
• Valid driver's license and good driving record.

PHYSICAL DEMANDS AND WORK ENVIRONMENT
This job description recognizes that reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role. The job entails:
• Regularly required to sit, stand, and walk.
• Lift/move objects weighing up to 25 pounds.
• May spend time in the field, and experience exposure to Florida outdoor weather conditions.
• Use of hands for various tasks.
• Visual abilities include close and color vision and peripheral and depth perception.
• Noise level in the work environment is typically moderate.

BENEFITS: Benefits include healthcare insurance, including medical, dental, and vision insurance. Life insurance, 401k program, telemedicine, and short and long-term disability. Paid time off includes 12 days of vacation, four days of personal leave, 8.5 days of holiday, and up to 12 days of sick leave per year. The office is on our beautiful campus next to the Gordon River Greenway. Employees receive complimentary kayak usage and eco-cruise tickets, discounts in our Welcome Center store, and staff membership, including reciprocal benefits with other Nature Centers.

Date Posted: 04/25/2024