Director of Operations

Mount Grace Land Conservation Trust Mission:

To protect significant natural, agricultural, and scenic areas and encourage land stewardship in north central and western Massachusetts for the benefit of the environment, the economy and future generations.  

General Responsibilities:

The Director of Operations is responsible for managing day to day operations of the organization; financial resources, human resources; and technology systems. The Director of Operations reports to the Executive Director, supervises the Program Assistant, and has primary contact with the Bookkeeper. 

Specific Duties & Responsibilities  

Finances 

• Serves as chief staff person for financial management and problem solving. Lead staff in annual budget preparation and review, review of monthly financials, status and compliance of pledges and receivables, grant fund management, and project budgets. Ensures that Mount Grace operates within its approved annual budget.  
• Works with the Executive Director and Finance Committee to ensure proper investment of funds.  
• Creates and maintains Mount Grace's financial files and systems, including budgets, grants, donations and reports, and assures their accuracy and clarity.  
• Communicates directly with Mount Grace's Bookkeeper and CPA.  
• Reviews draft audit statements and management letters to ensure accuracy and presentation.

• Ensures proper systems for hiring and terminating staff are in place, and adhered to, and meet all applicable requirements of the Internal Revenue Service, and state and federal law. Ensures all job descriptions are current, organized and formatted consistently and in compliance with Mount Grace policies and procedures, as well as federal and state law; ensures program compliance with the Land Trust Alliance Standards and Practices. Oversees, drafts, etc., consultant contracts.  
• Coordinates transfer of payroll information to Bookkeeper.  
• Maintains Mount Grace's personnel files, including updating vacation and sick day records, and reporting information to the ED on a regular basis.  
• Administers Mount Grace employee benefit plans.  
• Processes Workers' Compensation, Disability, and Unemployment insurance claims, as necessary.  
• Provides consultative services to staff on human resource legal issues and compliance with regulatory matters such as Equal Employment Opportunity (EEO), Americans with Disabilities Act (ADA), Fair Labor Standards Act (FLSA), Immigration Reform and Control Act (IRCA), Employee Retirement Income Security Act (ERISA), Consolidated Omnibus Budget Reconciliation Act (COBRA), Occupational Safety and Health administration (OSHA), etc.  
• Reviews and updates the organization's Personnel Policy, as necessary, in coordination with the Executive Director and Executive Committee. Provides staff training and orientation for new employees on office equipment and procedures.

• Oversees and evaluates computer systems, including hardware, software, back-up systems and remote access. Ensures all computers are working effectively, and that staff have the same basic programs and are operating on the same program versions. Works with staff to make recommendations to the Executive Director regarding technology changes, upgrades, etc.  
• Serves as Mount Grace's primary technology liaison to assist staff with computer issues, upgrades and installations. Ensures that technology backup procedures are in compliance.  
• Serves as primary contact with computer consultants. Ensures Mount Grace is using consultants only when necessary and reviews invoices to confirm consultant expenses. Handles all computer issues in a prompt and timely manner. Implements and ensures compliance with protocols for file sharing, ensures security of digital data and appropriate storage of computer files. Organizational Operations  
• Ensures that the organization's office, personnel and financial programs are well-run, organized, efficient, and current with local, state and federal laws, the principals of sound financial management, and the Standards and Practices of the Land Trust Alliance. Supports the Executive Director in these efforts, as well as through research and implementing new programs as it relates to office management, personnel, and administration on a regular basis. Manages systems analysis, streamlining, and overall organizational processes.  
• Oversees all office purchases and vendor relationships; oversees maintenance and management of all buildings and equipment. Develops and implements plans for capital purchases including software and communications systems.  
• Attends board and staff meetings, gatherings, events, and retreats as necessary.  
• Assists with the preparation of materials (financial or otherwise) for Mount Grace's board meetings, conservation programs, committees, staff, and grant applications as needed. Answers telephones, assists with periodic office tasks, and undertakes other tasks and responsibilities as assigned, including assisting with, and attending, Mount Grace events. Undertakes other tasks as assigned by the E.D.  
• Maintains proper insurance coverages. Conducts annual research as to insurance (liability, health and dental) rates, coverage, and exposure for the organization. Processes insurance issues and paperwork.  
• Serves as the direct supervisor on a daily basis for the Program Assistant

Qualifications and Requirements:

This is a new position that will assume many of the responsibilities formerly carried out by the Executive Director. The candidate must have demonstrated experience in human resource management, labor relations, personnel administration, business management, financial management, organizational and project budgeting, and collaborative working skills as relevant to an organization with a staff of 10 or more. The ability to communicate well with a variety of people including the general public, and Mount Grace staff and board, is essential.  

The individual must possess the ability to work collaboratively, and independently. The position requires outstanding time management and supervisory skills, and a high level of organization and attention to detail. He/she must be able to work efficiently while juggling and effectively prioritizing a variety of tasks and projects simultaneously. 

The successful candidate must be able to use discretion and handle confidential information in partnership with the Executive Director and relevant staff. This position requires a highly motivated person, strategic thinker, and problem-solver able to see what needs to be done and proactively seek out ways to achieve the needs and goals of Mount Grace; continually establish and evaluate organizational and program systems to streamline the organization; to perform all responsibilities with good humor, including working under stressful and high-paced conditions with tight deadlines; and support a community-based, collaborative conservation ethic. 

Outstanding computer and database management skills are required, including efficiency in QuickBooks, Excel, Microsoft Word and Outlook, and Access. In addition, this position requires strong interpersonal skills and sensitivity, and the ability to manage other staff. 

Mount Grace staff work both independently and as part of a team. He/she must be willing to attend night and weekend meetings and events. It is critical that the Director of Operations be able to work with a diversity of people and foster respect for, and understanding of, community-based conservation and both working and natural landscapes. Commitment to conservation and the goals, philosophy and mission of Mount Grace is required. 

Compensation:

Salary commensurate with experience; health benefits; two weeks vacation; personal time.  

Immediate opening, applications accepted until position filled:

Send cover letter and resume via postal mail or email to:

Mount Grace Land Conservation Trust
1461 Old Keene Road
Athol, MA 01331