Job Description

Office Manager

Posted May 6, 2024

To apply, please send a cover letter, resume, and a list of three references to the Association’s President, Nancy Popa, at nancy@lakeleelanau.org. Applications will be accepted until the position has been filled.

Who We Are:

The Lake Leelanau Lake Association (LLLA) is a 501(c)(3) non-profit organization with a mission to protect and enhance the quality and beauty of Lake Leelanau and its surrounding watershed for current and future generations. The Association runs numerous programs geared towards education and protecting Lake Leelanau from the threats of invasive species, pollutants, and more.

Position Summary

This position is responsible for overseeing all administrative functions within the organization as well as managing the organization’s financial records and transactions. This individual should be highly organized and detail-oriented, with strong financial management skills and the ability to effectively communicate with staff, volunteers, and external stakeholders. This is a primarily remote position, though some tasks and meetings are in-person, therefore, Leelanau County residency is required. The position starts as soon as possible.

Organizational Management (40%)*

Board and Committee Support

o Schedules and organizes board and committee meetings.

o Creates/maintains shared calendars and contact lists.

o Manages document (Google Drive) and material storage.

o Performs the Association’s printing needs and ensures an adequate supply of office materials and stationery are on hand.

o Purchases relevant logo merchandise.

o Provides general administrative support for the organization (ex., completing event insurance riders, tracking insurance/membership renewals, keeping boat registrations up to date, etc.).

Mail and Mailings

o Picks up and processes the Association’s mail from the PO box in Leland.

o Manages mailings by keeping track of the mailing/gift request schedule, providing all printed materials, and coordinating volunteers to execute the mailing.

Employee Management

o Processes payroll and reviews mileage or expense reimbursement for staff and volunteers.

o Assists with job postings, hiring new employees, and employee/board onboarding.

Financial (40%)*

Bookkeeping and Accounting -- With assistance and oversight from the Association’s Board Treasurer,

o Using QuickBooks software, records donations; record management, gets approval for and pays invoices; reconciles bank statements; and enters journal entries for payroll.

o Deposits check donations in the bank.

o Records donations in donor management software

o Provides monthly QuickBooks reports for the Board Treasurer (Balance Sheet, Income Statement, checks written, bank reconciliation)

o Provides employee/contract labor compensation and other information to insurance auditors.

Budget

o Assists in developing the upcoming year’s budget.

o Generates YTD budget to actual expense report monthly in Excel.

Community Engagement and Membership (20%)*

Committee Support

o Provides administrative support to the Community Engagement and Membership Committees for activities such as membership renewal, fundraising, and events.

o Provides high-level knowledge and support of the Association Management Software, and leads implementation of new software, if applicable.

Volunteer Support

o Develops and supports the Community Engagement Volunteer Program.

o Tracks and reports volunteer hours.

*These percentages of time allocations are estimates and are expected to evolve over time and vary seasonally.

Requirements

- Bachelor’s degree or higher, preference for a degree in finance, accounting, business administration, or a related field.

- Previous experience in financial management and administration.

- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, QuickBooks (desktop and online), and Zoom Video Conferencing.

- Ability to master the online membership and mailing software.

- Maintain a private and quiet area for a home office for frequent video calls.

- Ability to work independently and manage time.

- Excellent written and verbal communication skills.

Working Conditions

This is a primarily remote position, though some tasks and meetings necessitate in-person attendance, therefore, Leelanau County residency is required. Beyond attending meetings, the daily schedule is flexible within normal business hours.

Compensation

This is an at-will, hourly, year-round part-time position. The position will be compensated at an hourly rate between $25-40, commensurate with experience. Work is expected to require ten to fifteen hours per week for the first couple of months of employment and increase to twenty to twenty-five hours per week as knowledge of the organization grows. The position will report to the Association’s president. The Office Manager’s performance and compensation will be reviewed annually by the Association’s President.

Benefits

As a part-time position, compensation for the position will not include healthcare and/or ancillary benefits or paid time off.

Office Equipment/Expenses

LLLA will purchase necessary office equipment and retain ownership of the equipment. An allowance for internet service can be provided, if needed. LLLA will pay for any other necessary office supplies or expenses. Mileage for approved travel will be reimbursed at the IRS rate.

To apply, please send a cover letter, resume, and a list of three references to the Association’s President, Nancy Popa, at nancy@lakeleelanau.org. Applications will be accepted until the position has been filled.

The Lake Leelanau Lake Association is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for all employees.

Job Type: Part-time

Expected hours: 10 – 25 per week

Benefits:

• Flexible schedule

Schedule:

• Day shift

Experience:

• Administrative experience: 1 year (Preferred)

Ability to Commute:

• Lake Leelanau, MI 49653 (Preferred)

Ability to Relocate:

• Lake Leelanau, MI 49653: Relocate before starting work (Required)

Work Location: Hybrid remote in Lake Leelanau, MI 49653