Administrative Specialist

Alachua Conservation Trust (ACT) – Since 1988, ACT’s mission has been to protect the natural, historic, scenic, and recreational resources in and around North Central Florida. We accomplish our mission through land acquisitions, land management, and the development of land conservation initiatives and programs. As a nationally accredited nonprofit land trust, ACT works primarily in 16 counties, and protects land through purchase, donation, and conservation easements. Over the last 35 years, ACT has facilitated the preservation of over 59,500 acres of land in North Central Florida and has directly acquired over 26,500 acres.

JOB SUMMARY:
ACT is seeking an organized person to perform the daily work of the office and provide administrative support for the Executive Director and Office & Finance Manager. The position is responsible for the smooth operations of the office, including but not limited to: answering and directing incoming phone calls, filing paper and digital documents, database entry, facilitation of vendor invoice processing, assistance with grant expenditure tracking, mass-mailings, meeting set-up and note-taking, transcription of official Minutes, assisting with event coordination and set-up, simple book-keeping in accounting software, and the maintenance of office equipment management of IT services as needed. The ideal candidate for this position is highly organized, self-motivated, and has solid analytical proficiencies. They should be flexible diplomatic, an effective communicator (written and verbal), and be able to complete complex assignments in a self-directed manner. The Administrative Specialist shall report to the ACT Executive Director, work closely with ACT’s Office & Finance Manager, and interact with other ACT staff daily.

JOB OBJECTIVES:

CORE DUTIES:
Assist with the development and maintenance of financial and data tracking systems:

• Coordinate with ACT’s Office & Finance Manager to ensure compliance with local, state, and federal laws, as well as land trust accreditation standards and policy requirements.
• Analyze and compile financial data for reports, compliance regulations, and billings.
• Prepare summary reports of monthly spending related to various grants and programs.
• Draft and submit invoices and/or reimbursement requests.
• Process and manage invoices.
• Manage and track data, and produce related reports.
• Coordinate with ACT staff on all matters related to contracting, billing, payments, obtaining bids and estimates.
• Manage non-financial data related to operations, such as applications, ownership data, partner data, maps, emails.
• Attend meetings as needed.

Assist Executive Director and Office & Finance Manager with communications and coordination:

• Assist the Executive Director and Office & Finance Manager with coordination needed for various related programs, projects, funding sources and events.
• Assist the Executive Director and Office & Finance Manager in managing the ACT organizational calendar.
• Compose and edit correspondence, reports, and spreadsheets from rough draft or dictation.
• Assist staff with internal and external communications as needed.
• Monitor equipment, coordinate maintenance and coordinate repairs and service calls as necessary to maintain proper functioning of business equipment and machines and other office needs.
• Perform all other duties as assigned.

OTHER DUTIES:
Meeting Support

• Prepare agenda packets for attendees of board meetings and committee meetings.
• Schedule attendees, prepares background materials, reserves rooms, and makes other similar arrangements. As assigned, take minutes at meetings when necessary.
• Develop and prepare information packets for a variety of meetings, community events, and public outreach.

DESIRED QUALIFICATIONS:

• Bachelor’s Degree or equivalent education and experience AND a minimum of 2-3 years of related experience working in financial management for small businesses or nonprofit organizations.
• Educational or experiential background in financial and project management preferred.
• Experience with financial management software or platforms.
• Ability to maintain budgets and expenditures and track multiple accounts.
• Proficiency with typical office and data management software.
• Experience with managing contracts and agreements, invoicing, and financial reporting.
• Ability to comprehend and make inferences from written material.
• Ability to interact pleasantly and knowledgeably with partners, volunteers, and the general public.
• Must have enthusiasm for and be committed to the organization’s conservation mission.
• Strong skills for record keeping, organization, time management, and attention to detail.
• Strong oral and written communication skills.
• Ability to work alone as well as collaboratively with a small team and be willing and flexible to assist with additional requests for help.
• Advanced knowledge of operation and administration of office support functions in order to assume administrative details, plan and prioritize work, and coordinate schedules and meeting arrangements. Familiarity with nonprofit policies, procedures, and organizational structure in order to oversee and conduct assigned programs and projects.
• Ability to maintain confidentiality of information and materials which may be highly sensitive.
• Ability to set priorities, problem solve, manage numerous projects, and meet deadlines.
• Must have a valid driver’s license and with a safe driving record.
• Must be able to pass a background check

Working Conditions:

This position operates in a typical office environment, and routinely uses standard office equipment such as computers, phones, photocopiers, and audiovisual systems. This position is largely sedentary, often standing or sitting for prolonged periods. This position’s work functions are primarily performed at the ACT office in community of Rochelle, Florida. There may, however, be occasional opportunities to work from home by agreement with the ACT Executive Director, and in coordination with the Office & Finance Manager.

COMPENSATION and BENEFITS:

• This is a full-time position.
• Starting pay is $20-$23/hr and will be based on experience.
• Two weeks (80 hours) paid vacation and two weeks (80 hours) sick leave.
• Paid time off for most Federal holidays plus three additional personal days off.
• Health insurance allowance plus a personal stipend for equipment or supplies.
• Enrollment in ACT’s SEP-IRA retirement plan after 180 days employment.
• Training and professional development opportunities

EQUITY & INCLUSION:

ACT is an equal opportunity employer that is committed to increasing equity, representation and inclusion in all elements of our work to support the intersection of land conservation and people in a diverse North Central Florida. ACT hires, trains, compensates, and promotes regardless of race, marital status, religion, age, mental or physical disability, national origin, citizenship, ancestry, sex (including pregnancy), sexual orientation, gender identity (including gender nonconformity and status as a transgender individual), past, current, or prospective service in the uniformed services, in addition to any other characteristic protected under applicable federal, state, or local law.

No person shall, on the grounds of the above-mentioned categories, be excluded from participation in or be denied the benefits of, or be otherwise subjected to discrimination under any program or activity of ACT. ACT recognizes that diversity on its staff and board strengthens the organization. ACT actively seeks qualified applicants for staff and board positions from members of under-represented groups in the non-profit and natural resources fields.