Office Manager

Title: Office Manager

Reports to: Executive Director

Status: Regular Full time (RFT); 40 hrs/wk

Classification: At-will, hourly, non-exempt

Compensation: $16-18/hour

Position Summary

The Office Manager supports Hartley Nature Center’s (HNC) mission delivery by managing membership and program databases, maintaining organizational records, processing incoming payments/donations via Quickbooks, answering phones, directing calls, responding to email inquiries, updating program reports, assisting with program registrations and special events, among other duties.

Responsibilities

• Answer phone calls, manage two email accounts, order office supplies, and complete other clerical tasks
• Complete 80% of HNC’s bookkeeping needs, which include but are not limited to:
• Processing incoming payments and donations
• Issuing receipts
• Processing bills/payments
• Generating and distributing invoices
• Reconciling Doubleknot, Stripe, GiveMN, Benevity and credit card account with QB
• Run semi-monthly payrolls

• Manage and update organizational records in conjunction with Executive Director and third-party bookkeeper
• Manage membership database via Doubleknot and send out new member’s welcome packet
• Communicate with facility rental clients and handle all logistics leading up to the event
• Collaborate with Site & Facility Manager to ensure proper event set up for facility rentals
• Assist Education and Preschool staff administratively and with program costs/tuition payments
• Record and update program reports
• Attend weekly staff meetings and take minutes
• Assist HNC with special events, strategic planning, fundraising events and other duties as assigned

This is not a comprehensive list of responsibilities and other duties not listed here may be assigned.

Essential Qualifications and Requirements

• Associate or bachelor’s degree
• Three or more years of administrative/office managerial experience
• Familiarity with QuickBooks Desktop preferred, but not required
• Bookkeeping experience preferred, but not required
• Knowledge and ability to operate Google Suite, Microsoft Suite, Acrobat, Canva and Facebook/Instagram
• Strong organizational and problem-solving skills
• Excellent interpersonal and communication skills
• Ability to work independently
• Ability to maintain effective relationships with co-workers, vendors, program participants, families, non-profit partners and community members
• Ability and willingness to learn new software systems and programs, as needed
• Ability to maintain confidentiality and use discretion when appropriate
• Accuracy and attention to detail
• Ability to work with diverse populations of all abilities
• Ability to occasionally work outdoors in a nature center/park setting

Work Environment and Physical Demands

Must be able to sit for long stretches of time, lift up to 40 pounds and occasionally work outside in a nature center/park setting

Benefits

• 7.5 paid holidays (RFT employees paid at 8 hrs/day)
• 2 personal days/fiscal year
• Unlimited paid inclement weather days (when scheduled to work)
• Paid Vacation:
• 1st year of employment: accrual rate of 3.33 hours per semi-monthly pay period worked.
• 2nd year of employment: accrual rate increase to 5 hours.
• 3rd year of employment: accrual rate increase to 6.67 hours.

• Sick Leave: accrues at a rate of 2 hours per semi-monthly pay period worked.
• Hartley Nature Preschool Discounts:
• 50% off for the first child
• 25% off for additional children

• Camp Discounts:
• Three programs free
• Fourth and fifth programs at 50% off Member rate
• Any additional programs at full Member rate

Hartley is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, creed, sexual orientation/identity/expression, marital status, or familial status.

How to Apply

Please send your resume, cover letter and a list of three professional references to:

Kue Xiong at office@hartleynature.org

No phone inquiries, please.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Choose your own hours
• Monday to Friday

Experience:

• Microsoft Office: 3 years (Preferred)
• Administrative experience: 3 years (Preferred)

Ability to Commute:

• Duluth, MN 55803 (Required)

Ability to Relocate:

• Duluth, MN 55803: Relocate before starting work (Required)

Work Location: In person