What are the responsibilities and job description for the Administrative Coordinator position at Alachua Conservation Trust?
Alachua Conservation Trust
LOCATION : Gainesville, FL
JOB TITLE : Administrative Coordinator
Posted December 18, 2024 – Applications will begin being reviewed on January 3, 2025
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 22 counties, and protects land through purchase, donation, and conservation easements. Over the last 36 years, ACT has facilitated the preservation of over 62,300 acres of land in North Central Florida and has directly acquired over 27,000 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 Coordinator shall report to the ACT Executive Director, work closely with ACT’s Office & Finance Manager & ACT’s Development Coordinator, 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, input, 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.
Assist staff with internal and external communications as needed.
Perform all other duties as assigned.
OTHER DUTIES : Meeting Support
DESIRED QUALIFICATIONS :
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 :
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.
HOW TO APPLY :
Candidates should submit a cover letter, resume, and three references labeled with your name and the job title, by email to : act.tkay@gmail.com. Please note if you do not send a cover letter, resume and references you will not be considered for this position.
If you require assistance or accommodation with our application process, please tell us how we can help by calling us at (352) 373-1078. Candidates will be notified regarding the status of their applications by email or phone call. For further information about the organization, please visit ACT’s website : www.alachuaconservationtrust.org
If selected for this position, a background check will be conducted.
Salary : $21 - $23