Position Summary
Washington Trails Association is looking for a proactive leader to ensure that our staff of 30 is able to do their best work. Our staff have high standards and a sense that our mission matters. We value stewardship and volunteerism; cooperation and partnership; community and inclusion. We have bold goals for our future as we celebrate our 50th anniversary in 2016.
The Office Manager will have day-to-day responsibility for ensuring that WTA staff have the tools they need to deliver on our mission to preserve, enhance, and promote hiking opportunities in Washington state through collaboration, education, advocacy and volunteer trail maintenance. WTA is the largest statewide hiking organization in the country, serving a deeply-engaged community of 3 million people through our website, social channels and member magazine. Our trail maintenance program deploys more than 3,000 volunteers to repair and maintain 205 trails throughout the state every year. Our advocacy, youth and outreach programs engage and empower hikers and educators of all interest levels and ages. See wta.org.
The Office Manager has a set of core responsibilities, and the opportunity to contribute to all WTA programs. The primary duties include leading smooth operations of the office; handling incoming cash, checks, and credit card payments; and answering the phone. S/he will also support the Executive Director and other staff with administrative tasks. In addition, the Office Manager greets visitors to the office and ensures professional communication to WTA members, volunteers and the general public. We know that our community looks to us for reliable hiking information delivered with a positive attitude. The Office Manager reports to the Director of Finance and Operations.
Duties and Responsibilities
Office Management
Open mail and process funds received. Distribute other mail. Coordinate outgoing mail and packages.
Maintain office and conference room cleanliness and presentation. Ensure phones, computers, and projectors are ready to use.
Maintain, upgrade and conduct troubleshooting for phones, office equipment and staff computers as needed. Assist with basic computer systems set up for new hires.
Train and orient new employees to include prepping workspace, ordering business cards, and train on office policies, procedures, equipment, etc.
Establish and maintain office files
Manage office keys and facility access cards
Prepare manuals and other materials describing procedures and standards, as needed.
Order supplies and manage relationships and contracts with vendors and office service providers.
Serve as a central point of contact for information concerning the activities of the office, including maintaining a shared office calendar and serve as main contact for building management
Program Support
Receive incoming phone calls and emails. Transfer calls and messages or respond as appropriate.
Follow processes for maintaining data integrity in Salesforce. Update contact information as needed.
Attend and participate in WTA trainings, retreats and other program events.
Make routine updates to website
Executive Director Support
Maintain current Board contact list, committee lists, board orientation notebooks
Assist in preparation and distribution of board meeting materials as requested.
Coordinate scheduling and logistics of the Board and its committee meetings.
Support Board and staff retreat logistics
WTA Store
Manage sales of Northwest Forest Pass, Discover Pass and other items through website and phone, including receiving orders and shipping out items
Maintain inventory of store items
Job skills preferred
Bachelor’s degree, or equivalent work and life experience
At least three years of office management work experience, including purchasing, vendor contracts, facilities management, customer service, and maintaining office machines.
Demonstrated ability to communicate with people of diverse races, ages, genders, abilities and economic backgrounds. Prior cultural competency training, a plus.
Technologically savvy, with superior skills in Windows operating systems, Microsoft Office programs, Salesforce, and Gmail administration. Experience in website content management systems a plus.
Experience with basic computer maintenance, troubleshooting and solving minor computer problems and managing office networks.
Personal traits and strengths preferred
Has a “what else can I do” mindset
Enthusiastic about embracing new challenges
Energized by doing a variety of tasks and by taking time to help others
Knows how to engage, and work with, multiple stakeholders at all organizational levels, internally and externally to the organization
Strong organizational skills and attention to detail
Able to insist in a firm and positive manner that colleagues follow processes and procedures
Able to write emails and memos that are clear and professional to give information or instructions to external or internal audiences
Able to work independently (plan, prioritize and organize workload) while valuing team work and contributing to a supportive office environment.
Knows how to work in a dynamic and fast-paced environment, feeling comfortable with mid-course corrections
Keen sense of judgment and experience handling confidential matters.
Commitment to WTA goals and mission.
How to apply
Email a resume and cover letter to finance@wta.org. Reference the job title “Office Manager” in the subject line. The position is open until filled. Priority given to applications received by November 13, 2015.