Office Manager - Ecology Action

POSITION SUMMARY

Under direction of the Chief Operating Officer (COO), this position will provide administrative and logistical support to staff, ensuring effective and functional operations of Ecology Action (EA). Responsibilities include executive assistance, facilities management, light accounting, staff events coordination, assuring compliance with office policies, and general administrative support for staff in our Santa Cruz office (40+), as well as staff working remotely from home and/or our satellite office in Salinas (50+).

This position has supervisory responsibilities which will oversee office management staff and will spend a portion of time performing the work of those it oversees. In time, this position will serve as the business manager for the 877 Cedar Street Owners Association which includes working with Finance staff to maintain the Association's books, coordinating with the owners, and being responsible for the building, grounds, and parking lot.

As an integral member of the EA Team who interacts with all staff, this position has a big impact on employee morale and satisfaction. Success in the position is fostered by cultivating trust and goodwill through effective communication, while demonstrating commitment to the organization's mission and its emphasis on organizational health.

This position is based at EA's headquarters in downtown Santa Cruz which has achieved a Silver rating from the Leadership in Energy and environmental Design (LEED).

RESPONSIBILITIES

• Supervise office operations
• Assure facilities are suitable for the organization's needs, safe and in good condition.
• Plan and coordinate administrative procedures and systems to streamline processes and improve both organizational effectiveness and staff satisfaction
• Provide administrative support to the CEO, executive team, and program managers as needed
• Support various Central Services functions: Finance, HR, Compliance
• Process office-related invoices, check requests, reimbursements, etc., and perform other basic accounting tasks under the direction of the Finance Director.
• Manage card key access and monitor security, including being a contact for emergency alarm calls.

• Troubleshoot and perform maintenance on furniture and fixtures, arranging for service from outside parties when needed.
• Arrange and provide logistical support for meetings, and events
• Maintain a safe and secure working environment, training staff as necessary

• Research, select and manage office vendors
• Assist with selection and orientation of office management staff
• Supervise office management staff, providing ongoing training as needed
• Orient and train employees on office procedures
• Provide live support as needed for virtual receptionist and voicemail system
• Assist with development and implementation of office policies, standards, and procedures
• Follow and improve green purchasing policies
• Facilitate use of web conferencing and other telecommunications services
• Maintain company-level subscriptions and physical resources
• This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

EDUCATION AND EXPERIENCE

• A minimum of 3 years' experience performing similar functions, preferably in a fast-paced environment
• Bookkeeping experience, especially with QuickBooks is preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge and demonstrated competency with Microsoft Word Excel, and PowerPoint as well as scheduling and project management tools
• Working knowledge of basic accounting principles and practices

• Even-tempered, versatile, flexible and capable of acting independently in a way that accords with general directives
• An upbeat, can-do attitude, along with a commitment to meeting employees' needs
• Ability to work with and support cross-functional teams and committees
• Strong interpersonal skills and ability to resolve disputes
• Commitment to excellence and high standards
• A collaborative orientation, recognizing that acting unilaterally doesn't necessarily produce the best results

• Ability to rapidly assess situations, learn quickly, and solve problems in the moment
• Ability to recognize and safeguard sensitive and confidential information
• Ability to thrive in a rapidly changing environment presenting multiple, sometimes competing demands

• Ability to produce organized, accurate, and detail-oriented work

Desired Qualifications

• Commitment to protecting the environment
• Familiarity with both nonprofits and business firms
• Experience with general HR and Compliance functions

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations are made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, talk, and hear, and use a computer keyboard and monitor. The employee must occasionally lift and/or move up to 40 pounds and perform physical maintenance tasks.

Work Environment: The work environment includes an office setting, basement storage area, office building and grounds, which may expose an individual to fumes, airborne particles, loud noise levels, and unpleasant odors.

Compensation: Ecology Action offers a competitive salary and a generous benefit package that includes medical, dental, vision and flexible spending benefits; a 401k-retirement plan with a 4% match; and group life insurance. Use of an insured personal vehicle for company business is reimbursed at the Federal mileage rate.