Allegheny County Parks Foundation · 1 day ago
Administrative Manager
Pittsburgh, PA
Full-time
Onsite
Mid Level
$50K/yr - $55K/yr
3+ years expAllegheny County Parks Foundation is dedicated to enhancing the health and vibrancy of the community by improving and conserving local parks. The Administrative Manager will provide essential administrative services, manage office tasks, and supervise the office assistant, ensuring smooth operations within the organization.
Non-profit Organizations
Responsibilities
Undertake basic bookkeeping tasks, in coordination with and oversight by the Executive Director, Bookkeeper and Auditor. Point of contact for bookkeeping service and auditors
Compile audit samples for yearly audited financials in coordination with the Bookkeeper, Executive Director, Project Director and Auditor
Prepare monthly accounting reports from QuickBooks in cooperation with the Bookkeeper
Compile information for 990/BCO-10 state and federal tax returns in coordination with Auditor
Facilitate completion of staff expense reports, PNC transactions, on-line donation sites and bank statements on a monthly basis
Process check and cash deposits and track ACH and EFT transactions; download invoices for recurring expenses and process Accounts Payable on a weekly basis
Extract financial data from QuickBooks for staff as needed
Handle receipt and processing of all mail, including Accounts Payable
Assist with preparation of correspondence and other documents as needed to support the business of the Parks Foundation
Manage organization zoom account, manage and coordinate multiple calendars, scheduling meetings and appointments involving diverse stakeholders and complex availability; participate in organizational meetings as assigned or needed
Establish filing systems and organize and maintain paper and electronic records of the Parks Foundation’s official business
Track key dates and maintain calendar of fundraising events, vacation schedules, holidays and other significant dates and commitments
Order supplies and manage inventory
Manage petty cash account, with oversight by the Executive Director
Track periodic insurance renewals and pension contributions
Point of contact for payroll service
Explore and recommend improvements to office processes and procedures and implement if approved
Manage office equipment and associated contracts
Perform other administrative duties and responsibilities as needed
Participate in quarterly Board of Directors meetings as well as Finance and Audit Committee meetings
Assist with preparation, distribution and correspondence of all board and committee documents including meeting packets and minutes
Draft the Board of Director meeting minutes for review by Executive Director
Organize and maintain records of the Parks Foundation’s board and committee meeting minutes
Maintain governance calendar, issue Outlook and Zoom invitations, and distribute meeting materials for board and committee meetings
Prepare and update orientation materials for new board members
Assist with mailing for fundraising appeals
Assist in event planning and implementation
Assist at fundraising events
Provide bookkeeping support related to fundraising efforts and events
Maintain Accounts Receivable log of committed donations
Access and download donor detail reports from third-third party payment platforms to reconcile donations
Provide supervision of the Office Assistant
Manage and schedule office assistant’s time and responsibilities
Work with other staff members to develop tasks and schedule for office assistant including, but not limited to, fundraising solicitation and acknowledgement letters, volunteer and event supplies and materials preparation and on-site event assistance
Qualification
Required
Post secondary education in administrative areas related to computer skills, bookkeeping and office organization, plus at least three to five years of related office experience
Strong organizational, self-discipline and time management skills necessary with ability to manage multiple priorities under tight deadlines
Excellent written and verbal communication skills
Collaborative style and ability to work independently
Experience with Microsoft Office Suite
Experience with QuickBooks or other accounting systems
Commitment to working in cross-functional teams
Commitment to the Allegheny County Parks Foundation mission
Valid PA Driver's License, reliable transportation and cell phone required
Ability to lift 40lbs preferred
Understanding of the public and private sectors and the need for collaboration as represented by the Parks Foundation
Benefits
11 paid holidays with 2 flex holidays
15 paid vacation days
6 paid personal days
Medical benefits covered for employee at 80% of cost
Dental benefits covered for employee at 80% of cost
Vision benefits offered
Life insurance
Contribution to a 401(K) account
35-hour work week
Company
Allegheny County Parks Foundation
The mission of the Allegheny County Parks Foundation is to help improve, conserve, maintain, protect, preserve and restore the Allegheny County Parks facilities and open spaces and to support educational, recreational, natural and cultural activities.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase