Office Manager

Overview

Position Summary

Parks & Trails New York seeks a collegial Office Manager with impeccable attention to detail and strong interpersonal skills to join us.

Reporting to the Executive Director, the Office Manager is responsible for administrative support and office procedures for a hybrid office of 13 full-time employees.  Ensuring the smooth running of our organization, the Office Manager will maintain a positive working environment through supporting team members and organizational needs.

 

Duties

• General office administration: mail management, order/track office supplies (electronic and other), handle phones and general email accounts, maintain electronic filing systems/shared drives (and support creation of processes related to), liaise with landlord, office maintenance oversight
• Direct interface and coordination with consultants and contractors
  With Sr. Directors and ED develop, assess, maintain office/personnel/etc. policies; update employee handbook and policies regularly
• Oversee staff benefits administration and employment compliance
• Keep calendars up-to-date, schedule organization-wide internal and external meetings as needed
• Provide support to the PTNY Board of Directors: prepare materials for meetings, record meeting minutes, and serve as a an additional staff liaison in conjunction with ED
• With ED and budget team, oversee fiscal needs for the organization including accounts payable, accounts receivable, expense reporting, and audit responses
• Maintain electronic records of all contracts with vendors and independent contractors
• Support the Development and Program Teams as needed
• Execute customer service, organizing, vendor communications, database entry, other back end needs
• Support database management and record keeping strategies
• Other duties as needed

 

Qualifications

• Prior experience with managing an office for a nonprofit
• Collegial approach to interacting with coworkers and external partners
• Demonstrated ability to work with diverse stakeholders and maintain positive working relationships with volunteers, staff, donors, stakeholders, contractors, vendors, and partners
• Self-starter, strong multi-tasker, team player, ability to communicate effectively
• Some experience with financial management/budgeting/bookkeeping
• Knowledge of office management responsibilities, systems, and procedures
• Tech savvy, with proficiency in QuickBooks, Microsoft Suite, and Google Suite, CRM experience preferred
• Excellent time management skills and ability to prioritize work
• Extreme attention to detail and excellent problem solving skills
• Strong organizational and planning skills
• Outstanding written, verbal, and listening skills
• Must demonstrate sound judgment and discretion, ability to manage confidential information

Please send a resume and cover letter to careers@ptny.org.  We will prioritize candidates who apply by February 21, 2025.

Our organization is working to be an anti-racist, safe, and inclusive organization.  BIPOC (Black, Indigenous, people of color) individuals, women, immigrants, people with disabilities, people of marginalized sexual orientations or gender identities, and people with low-income backgrounds are strongly encouraged to apply.  We also encourage individuals belonging to the above groups who meet some but not all of the position requirements to apply.

Compensation

●       The salary range for the Office Manager is $50,000-$55,000 depending on experience.

●       Our organization is on a hybrid office model.  We are only considering New York State-based candidates at this time, with a preference for Capital Region residents as twice weekly travel to our office at The Blake Annex in Albany, NY will be required.

●      Our organization is committed to offering a supportive space for staff to grow and thrive–in and out of the “office.”  To that end, we offer staff a flexible work schedule. We also provide paid professional development opportunities for all staff, 12 weeks of paid family leave, 15 days of paid vacation increasing to 20 days after 3 years of employment, and 25 days after 6 years.  We recognize 11 holidays a year, offer 12 days of sick leave, have four-hour Fridays in the summer, and close our offices for the week between Christmas and New Years.
We also offer a 403(b) retirement plan with a 5% of salary match after 1 year of employment, life insurance after 6 months of employment, and fully-paid health and dental insurance immediately upon employment.  Employees can opt into a vision insurance plan for a small monthly fee.

 

Hiring Process & Timeline

Initial candidates will be invited for a brief screening call, set up via email.

Selected candidates will then be invited for an in-person (remote for those who cannot travel to the office) interview.   Those invited for an in-person interview will be notified within a week to two weeks of the phone screening.