Office Associate

1 day ago

Baton Rouge, United States Louisiana Clean Fuels Full time

Position: Non-Profit Office & Benefits Manager 

Reports to: Executive Director


About us: Louisiana Clean Fuels is a 501(c)(3) U.S. Department of Energy designated coalition in the Clean Cities and Communities partnership. We strive to build partnerships with local and statewide organizations in the public and private sectors to adopt: Alternative and renewable fuels, idle-reduction measures,fuel economy improvements, and new clean transportation technologies, as they emerge.


Position Summary: LCF is seeking a skilled office and benefits manager to join our small but dynamic team. In this role, you’ll oversee daily office operations, manage administrative and human resources tasks, and support the smooth functioning of our office. We are looking for someone with excellent organizational and communication skills, as well as a commitment to maintaining a positive and efficient workplace. 


Accounting Support:

  • Manage financial documentation and assist as a secondary point person for the annual financial audit and scheduled compliance audits 
  • Facilitate receipt collection and approval process for the company credit card statements and assist staff with submittal of expense reports
  • Receivables: Monitor all payment portals for membership dues payments, donations, or sponsorships and document payments 
  • Payables: Facilitate tracking, payment, and documentation of all payables 
  • Assist the YPTC staff with month end closing and other financial analysis and accounting tasks as needed 


Administrative:

  • Managing the everyday functions of the office including maintenance and oversight of supplies and materials. Serve as the liaison and representative to building management.
  • Define procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Establish standards and procedures, measuring results and making necessary adjustments.
  • Managing the office, maintaining phone and internet systems, ordering supplies, maintaining and improving organizational systems, ensuring security protocols, and proposing and managing contracts with vendors
  • Coordinating internal meetings and team building activities in order to build community and sense of ownership within the organization
  • Book business travel arrangements for staff
  • Ensure that dues paying member accounts are maintained in the company database
  • Monitor and make sure meeting rooms are booked on schedule and they are clean and orderly
  • Maintain organization’s status with the Secretary of State and other relevant agencies


HR & Benefits:

  • Manage HR tasks for small nonprofit to help in timekeeping, data encoding, and other clerical tasks.
  • Manage benefits programs and make recommendations to management by studying employee requirements, trends, and developments in benefits offered by other non profits.
  • Ensures compliance with federal, state, and local legal requirements. 
  • Informs employees of benefit usage by preparing and distributing benefit reports.
  • Manages benefits for staff by coaching, counseling, and mentoring employees.
  • Resolves employee questions and problems by interpreting policies and procedures.
  • Prepares special reports by collecting, analyzing, and summarizing information and trends.


Skills and Competencies:

  • A background check is required for this position
  • Experience working for a nonprofit, startup, or other fast-paced environment where wearing many hats is needed
  • 2-3 years of bookkeeping experience
  • 2-3 years of experience or skill managing the day-to-day operations of an office, such as supervising office personnel, preparing payroll, coordinating office tasks, or hiring and onboarding new employees.
  • Corporate meeting planning experience a plus, but not required
  • Ability to work with minimal supervision, ability to manage multiple priorities, and work in a deadline driven environment
  • Proficient with computer applications – ADP, Salesforce, and a thorough understanding of Microsoft Office Suite and the ability to learn and master other computer technology/software programs as needed. Good command of Internet usage
  • Experience with entering invoices and managing accounts payable
  • Highly professional demeanor, able to work successfully with a wide variety of constituents including stakeholders, board members, volunteers, interns, and professional consultants 
  • High levels of integrity, trustworthiness, flexibility, compassion, and humor are necessary to address the practicalities of a growing nonprofit, along with the creativity and persistence required to elicit new thinking and change 
  • Excellent organizational and time-management skills. Solid verbal, written and interpersonal communications skills


Compensation:

  • This position may be part-time or full-time from 25-40 hours per week, depending on qualifications of the candidate and their ability to complete tasks in a timely manner
  • Hybrid work environment: Minimum of 18 hours per week in-person at our office in Downtown Baton Rouge
  • Salary: Depending on experience
  • LCF offers a benefits package including paid time off and health care package


How to Apply: Send resume, references, cover letter, and salary requirements to Ann@louisianacleanfuels.org


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