ORGANIZATION
OUR CITY FOREST is an environmental nonprofit based in San José. OCF is seeking an experienced professional to provide administrative support to the President & CEO, as well as handle the day-to-day general administration of a busy nonprofit. OCF employs a team of 10 staff members plus 30-60 full-time community service interns who, together with hundreds of trained volunteers, provide an array of environmental action and education services to benefit neighborhoods, parks, schools, agencies, businesses and residents.
POSITION: ADMINISTRATIVE OFFICER (full-time)
PRINCIPAL TASKS & RESPONSIBILITIES
Process incoming and outgoing mail.
Assist in the recording and processing of invoices, receipts and payments.
Provide support to the contract accounting group.
Administer the petty cash system and ensure appropriate record keeping.
Prepare and track contracts for suppliers when needed.
Maintain general administration filing system – physical and electronic files.
Provide support related to facility management, including security and cleaning services.
Prepare and process HR-related paperwork, including personnel file documents, timesheets, EDD communications, and employee benefits.
Prepare and process insurance paperwork for fleet and general liability.
Oversee purchase of office supplies and equipment.
With assistance from staff, oversee the set-up and operation of computers, copiers, IT lines, and phones, including vendor communications.
Make recommendations for purchasing decisions and vendor selections.
Work alongside other staff to contribute to the development of Our City Forest.
Ensure OCF policies and best practices are adhered to, including health and safety, equal opportunities and customer care, at all times.
Schedule meetings and conference calls for President & CEO as needed.
Prepare drafts of letters and make phone calls for President & CEO as needed.
Copy and distribute reports and documents for President & CEO as needed.
Assist in preparation of meeting agendas and record minutes for OCF meetings as needed for President & CEO.
Conduct research regarding administrative or program items, as requested, such as comparing insurance plan costs or updating statistics for presentations.
QUALIFICATIONS
B.A. or B.S. degree
3 years of previous full-time general administrative or program administration experience
1 year of bookkeeping support, A/R & A/P, and familiarity with accounting procedures
Advanced proficiency in Word and Excel; desired skill: PowerPoint
Excellent written and verbal communication skills, including excellent grammatical skills.
Ability and experience juggling multiple tasks and meeting deadlines.
Works well as a team member as well as ability to take initiative independently.
Enjoys office environment exclusively, as opposed to working outdoors
Experience working with nonprofits and volunteers providing community-based services
A passion and commitment to OCF’s mission and interest in environmental issues
TERMS
40-hour full-time position with medical benefits; part-time of 30 to 37 hours per week negotiable.
Annual salary negotiable based on years of experience and breadth/depth of skills.
3 work-related references required.
How to apply
TO APPLY
Please submit a cover letter to Rhonda Berry, President & CEO, with resumé. Please include your desired salary range, including minimum acceptable starting level,
and e-mail to: jobs@ourcityforest.org
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