Office Manager Policy and Legislation Coordinator

3 days ago

Washington, Washington, D.C., United States Earthjustice Full time
Job Description

Job Title: Office Manager Policy and Legislation

Job Summary:

We are seeking an experienced Office Manager to join our Policy and Legislation team at Earthjustice. The successful candidate will provide administrative support to the team, ensuring the smooth operation of our office and the delivery of our mission.

Key Responsibilities:

  • Provide administrative support to the Policy and Legislation team, including facilities management, accounts payable, computer/technological, human resources, and events support.
  • Act as a communications liaison between the Regional Office and San Francisco headquarters on administrative, budget, human resources, and other key operational issues.
  • Manage the annual operating budget, prepare financial reports, track expenditures, reforecast, and conduct variance analysis to ensure budget compliance.
  • Process PAL team invoices and expenses, including review, approval, payment, and maintenance of records.
  • Responsible for petty cash disbursement, credit card charges, and reconciliation reporting.
  • Manage lobbyists' time entries in the database and generate reports for headquarters.
  • Manage and submit reimbursements for PAL staff and organizational partners.
  • Ensure PAL staff meet deadlines for time keeping, attendance, and reimbursements.
  • Serve as the liaison between the Human Resources and the PAL staff, addressing personnel inquiries and issues.
  • Coordinate recruitment process for PAL staff, including interviews and communications between applicants and staff.
  • Ensure I9 and new hire paperwork is complete in the Sapling system.
  • Orientates new hires on H.R. and IT systems, such as Citrix, iTimeKeep, etc.
  • Maintain electronic files for PAL team.
  • Liaison between PAL team and IT department.
  • Manage equipment, including video conferencing, web-connect online meetings, telephone/voicemail system, copier, scanner, and printers.
  • Oversee lobbying time and expense tracking for PAL.
  • Oversee administration and functioning of affiliated 501c4 organization.
  • Coordinate organizational governance in coordination with Secretary, including setting up and running board meetings, taking minutes, processing conflict of interest tasks, and maintaining board/governance related documentation.
  • Assist with any corporate filings.
  • Oversee organizational compliance by working with external vendors and Earthjustice staff to maintain registrations and insurances.
  • Oversee organizational budget and reporting, including producing and reviewing monthly financial reports and periodic board financial statements.
  • Provide bookkeeping support by overseeing the external bookkeeping service, reviewing expenses for budget and policy conformance, and producing emergency checks.
  • Coordinate monthly time reporting and billing cycle between Earthjustice and Earthjustice Action.
  • Manage company credit card and petty cash.

Requirements:

  • At least 5-7 years of professional office management or equivalent experience; understanding of and experience with a multi-site organizational structure highly preferred.
  • Strong understanding of budget management and financial systems.
  • Proven track record of successfully meeting organizational goals and deadlines; solid budget management experience.
  • Hands-on experience with the operations and business functions of an organization.
  • Ability to work collaboratively in teams managing multiple projects with complex deliverables in a fast-paced environment.
  • Excellent interpersonal and communication skills with the ability to translate complex data into relevant and understandable information; ability to train or instruct others in business processes and/or tools to support those processes.
  • Familiar with using office equipment (copiers, fax machines, postage meter).
  • Non-profit experience preferred.
  • Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.
  • Contributes to the creation of a diverse, equitable, and inclusive work culture that encourages and celebrates differences.

What We Offer:

We offer a mission and employee-focused work environment and a competitive compensation package including excellent benefits. We offer flexible hours based on our 37.5 hour work week, as well as casual dress code.

How to Apply:

Interested candidates should submit a resume and cover letter explaining their interest in Earthjustice. Submit online via the Jobvite system.

Please reach out to [email address] if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.

Earthjustice is an equal opportunity employer and highly values diversity. Women and people of color are strongly encouraged to apply.

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