Administrative Specialist
Open Position : Administrative Specialist
Reports To : Executive Director
Program/Department : Administrative (Part time – 25 hours/week)
Location : Moncks Corner, South Carolina
Release Date: October 7, 2024
Application Instructions:
To apply, please email a cover letter and resume to Chris Vaughn, Executive Director, at Applications will be reviewed and interviews conducted on a rolling basis.
Summary
Lord Berkeley Conservation Trust (“Lord Berkeley”) is seeking an experienced Administrative Specialist to support land trust operations related to its ~47,000 acre portfolio of 60+ conserved properties located throughout the Charleston region. The Administrative Specialist’s primary responsibilities will include a wide variety of support related tasks in the areas of general admin, office upkeep, data entry and maintenance, processing invoices and deposits, maintenance of business records, and other administrative duties as more specifically described below.
The successful candidate must possess not only the necessary experience required for the job, but also, the intrapersonal skills required to navigate the complex and dynamic relationships involved (staff, board, donors, members, landowners, partners, the general public, etc.). If you have a passion for our conservation mission and enjoy attention to detail, this role will challenge your range of skills and offer rewarding opportunities to make a difference!
Primary Responsibilities & Duties
- Manage the day-to-day upkeep and operation of the office including vendors, phones, mail, supplies, files, technology, etc.
- Maintain hard-copy and electronic records of accounts and donations
- Assist staff with maintaining physical and electronic files as requested
- Maintain inventory of merchandise and process all outgoing orders
- Assist with procuring quotes from vendors, as requested
- Record minutes of board meetings and other meeting minutes as requested
- Ensure that all invoices are paid and deposits are made in a timely manner
- Provide reports and information for timely monthly and annual reporting, as requested
- Maintain purchase receipts for all program expenses
- Assist staff logistics for conferences, trainings, and special events as requested
- Assist with preparing documents for board and committee meetings
- Provide support to accreditation process as needed and requested
- Provide support to annual audit process, as requested
- Assist the Executive Director preparing materials and scheduling meetings as requested
- Manage and maintain constituency information and donation activity in the donor database (currently Neon CRM) including processing gift acknowledgment letters
- Create mailing lists for electronic and direct mailings
- Process hard-copy mailings in coordination with staff
- Be an active proponent of our work in the community
***The above tasks and duties are intended to describe the general nature and level of work being performed by an employee assigned to this position. They are not to be construed as an exhaustive list of all required responsibilities, duties, and skills.
Required Skills / Core Competencies (unless otherwise noted as “desirable”)
- Belief in the land trust’s mission and work and willingness to learn
- Experience in software applications including, Excel, Word, Mail Chimp, Quickbooks Online, donor databases, and presentation software (PowerPoint or Keynote)
- Experience and interest in social media is desirable but not required
- Experience working with a Customer Relationship Management (Neon CRM or equivalent) software is highly desirable (or demonstrated ability to learn quickly)
- Knowledge of bookkeeping and accounting principles
- Strong administrative and organizational skills; excellent people skills, including friendly, helpful, and problem-solving attitude
- Demonstrated ability to multi-task, work independently, and meet deadlines with good humor and grace
- Strong attention to detail; willing to try and learn new things, and adapt to new systems and operation protocols
- High level of discretion, ethical approach, and confidentiality to all aspects of the work
- Must possess the maturity and professionalism to foster a sense of collaboration
- Familiarity with non‐profit operations and organizational structure highly desirable
Qualifications
- Bachelor’s Degree from an accredited college or university preferred
- Minimum five (5) years of professional experience in positions closely related to the responsibilities and qualifications described above
- Proven ability to plan, organize, and manage complex and often competing priorities
- Proven ability to establish and maintain positive relationships
Work Environment
- Successful applicant will be expected to report regularly to the physical office location at 136 E. Railroad Avenue, Moncks Corner, SC.
- The desired work schedule will be 9:00AM to 2:00PM daily, however there is some discretion and flexibility depending on individual needs (i.e., adjustments to those times or even to a 4-day work week may be possible with mutual agreement). Note however that this particular role requires a steady, consistent, and predictable presence in the physical office location.
- Occasional but limited local travel to meetings may be required
- Occasional work outside the office, including weekends, for special events and gatherings will also be required
Physical Requirements
- Frequent use of a computer with long periods of sitting
- Frequent speaking, reading, and writing
Salary/Pay Rate – Commensurate with skills and experience of the individual (target pay rate $25/hour). Expectation is for this part-time person is to be in the office daily matching business needs to a somewhat flexible work schedule targeted at 25 hours per week (9:00AM to 2:00PM daily; Monday through Friday; or a mutually agreed upon regular weekly schedule).
Benefits & Other Details
- Matching 401k – employer contributes up to 3% (after 6 months)
- Flexibility to set a mutually agreed upon work schedule within reason and based upon employer’s business needs (level of experience and demonstrated competence will be factors considered in adjusting times and days worked)
- 10 paid holidays (prorated to equivalent part-time pay @ 5hrs per day based on agreed upon regular work schedule)
Lord Berkeley Conservation Trust is an equal opportunity employer. Our organization is committed to expanding our impact on the landscape and in our community. We believe this is best achieved by promoting a work environment that embraces all people without regard to race, color, religion, gender, national origin, disability status, or any other factor whatsoever.