Office Manager

The Environmental Education Association of Washington (EEAW) is seeking a highly motivated and skilled individual interested in providing central office support to the development of EEAW and the environmental education profession in Washington state.

About EEAW

The EEAW is Washington's leading professional environmental education association. EEAW serves as the Washington affiliate of the North American Association for Environmental Education. EEAW works to serve all individuals, organizations, business and agencies working to provide quality environmental education programs and materials. The association has a strong track record of successful partnerships and projects and offers the state's central gathering place for networking and professional exchange at our annual conference.

EEAW has received a project grant for the next year?with a high likelihood for continuation into 2007?to build the association through leadership and organizational development and to provide coordination of a comprehensive state EE plan. This process will increase the capacity of the field of environmental education to address the goals of environmental sustainability and quality education while also increasing the ability of EEAW to promote and serve environmental education practitioners and stakeholders.

Position Description

The Office Manager at EEAW will work with the Director and the Board to build the administrative and management infrastructure of the association and will be integral to the development of Washington's comprehensive environmental education plan. This position will report directly to the Director and handle responsibilities (grouped by areas below), including:

1. Administrative and Communications Infrastructure
1. Office set-up and maintenance
   The Office Manager will work to set-up computers, equipment, phones and record keeping systems. The Office Manager will monitor office supplies and re-order as needed and play a key role in the physical organization of the headquarters office in Olympia.
   
2. Administrative record keeping
   The Office Manager will consult with the Director, President and Treasurer to collect, file (paper and electronic) and update all key financial, organizational and legal documents needed to manage and protect the association.
   
3. EEAW website and online tools
   The Office Manager will also have major responsibility to work with EEAW contractors and volunteers to update EEAW website and create/maintain a system of online tools to carry out the work of the association and comprehensive EE plan project.
   
2. Financial duties
   
   The Office Manager will coordinate with the Treasurer to conduct book keeping and accounting functions and ensure that the organization's financial reporting requirements are met. The individual hired must be proficient in Quickbooks Pro software (preferably Quickbooks for Nonprofits) or a similar accounting program. Under the direction of the Director and in coordination with the Treasurer, the Office Manager will be responsible for the functions cited below.
   
   
   1. Routine accounting functions
      The Office Manager will track accounts payable, process checks for signature, process invoices and track accounts receivable, send past due notices, ensure proper coding of all records, process credit card payments and settlement reports, resolve payment inconsistencies including bounced checks, overpaid, underpaid, refused authorization on credit cards, make bank deposits from all sources of revenue, maintain all financial documents in an organized system, maintain and submit all payroll-related records and documents as established including taxes and other benefits as contained in the Personnel Policy, update vendor, funder, and employee information as needed.
      
   2. End of month/end of year reports
      At the end of each month and at year end, the Office Manager will reconcile bank statements, store canceled checks in a secure space, process 1099s for contractors and W-2s for employees, review payroll statements for accuracy, and generate the following reports:
      
      Monthly
      
      
      • Statement of Income and Expense for each funder/project
      • Cash Flow
      • Accounts Receivable, Accounts Payable
      • Budget vs. Actual by Account
      • Budget vs. Actual by Class
      
      Quarterly
      • Budget vs. Actual by Account by Class for the Board
      • Statement of Income and Expense for each funder/project
   
   The Office Manager will also assist in the completion of financial and narrative reports to project funders.
   
3. Event Planning and Logistics
   
   The Office Manager will work with the Director and volunteers to plan and implement project related meetings and events. The Office Manager will hold lead responsibility for coordinating meeting and event logistics.
   
4. Membership Services
   
   The Office Manager will be responsible for managing the Association's membership services, including:
   • Mailings related to membership drives and appeals
   • Processing of new memberships and renewals
   • Maintenance of the membership database
   • Conference support as relates to communications with presenters, registration, etc.
   • Serving as primary contact for members and customers in responding to their inquiries.
   
   The Office Manager is expected to provide support services related to conference registration and attend the EEAW Annual Conference.

Special Duties as Assigned

The Office Manager may also be requested to:

• Represent the Association at partner organization events
• Perform duties related to specific EEAW projects including the comprehensive EE plan
• Provide communications and graphics services depending on skills and qualifications

Supervision

The Office Manager will work closely with and report to EEAW's Director, who will provide guidance and supervision. The Office Manager will coordinate with the EEAW Treasurer and Director regarding financial duties.

Skills Required

The successful Office Manager will require the following:

1. Demonstrated ability to work as a part of a team but perform tasks independently.
2. Strong ethical standards in performance on behalf of the association.
3. Passion for the role of education in the development of sustainable society/economy.
4. Minimum of five-years job experience, including two years experience in bookkeeping, database management, customer service and event planning and logistics.
5. High level of proficiency in the development and maintenance of internet sites and online tools such as online surveys, database systems, listserves and intranet sites.
6. Advanced proficiency in Quickbooks or other accounting programs and Microsoft Office Suite applications, particularly in Word, Excel and Access.
7. Meticulous attention to detail and excellent organization skills to maintain easy access to records.
8. Solid writing skills (grants, internal communications, external communications, etc.).
9. Bachelor's degree in a relevant field preferred but not required. Proficiency in desktop publishing and graphics programs a plus.

Compensation

Salary: $36,000 with benefits

Closing Date

June 16, 2005The position starts June 27, 2005.

To Apply

Please send a rsum with 3 references and a cover letter via e-mail to Abby Ruskey, Director, at amruskey@earthlink.net.