Administrative Manager

Come Work with the Allegheny County Parks Foundation!

The Allegheny County Parks Foundation strengthens the health and vibrancy of our community by improving, conserving and restoring the nine Allegheny County parks. Working in partnership with Allegheny County, the Parks Foundation brings together ideas, leadership and resources to make the parks more sustainable and enjoyable for all. The Allegheny County Parks Foundation raises public and private funds from foundations, corporations, state and federal grant programs and individuals to design and implement projects in our parks in partnership with Allegheny County.

Our Core Values include:

• Excellence. We promote best practices by enhancing the park experience with improvements that incorporate both high-quality design and respectful conservation of historic park assets.
• Sustainability. We act as stewards of nature and advance sound environmental practices and ecological awareness.
• Healthy Lifestyles. We help provide facilities and spaces that promote health and well-being through exercise and contact with nature.
• Accessibility. We are committed to strategies than enable access to parks and park facilities by all county residents and visitors.
• Collaboration. We build partnerships with citizens and organizations who recognize our network of parks as valued assets for a growing and vibrant community.

Position Description

The Administrative Manager reports to the Executive Director and assists all Parks Foundation staff. The position is responsible for providing administrative services for the Parks Foundation in office management, bookkeeping preparation, telephone reception, email inquiries, appointment and meeting scheduling, document preparation and organization. The Administrative Manager also supervises the office assistant. This is a full-time, exempt position. Our offices are located at the Allegheny County Boyce Park Administrative Office. The team includes 7 full time and 2 part-time staff members. Staff members work both in office and remotely, depending on job responsibilities. The Administrative Manager position is an in-office position.

Primary Responsibilities:

Accounting:

• 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.

Administrative:

• 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.

Governance:

• 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.

Fundraising:

• 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.

Manage Part-Time Office Assistant

• 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.

Necessary Skills and Qualifications:

• 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.

Compensation and Benefits

The position is full-time exempt. Salary is commensurate with experience and demonstrated skills within the range of $50,000 - $55,000. Benefits include 11 paid holidays with 2 flex holidays, 15 paid vacation days and 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; and 35-hour work week. The Allegheny County Parks Foundation is a tax-exempt 501(c)(3) organization and is an Equal Opportunity Employer. We employ, train, compensate, and promote regardless of race, color, religious creed, ancestry, national origin, age, sex or sexual preference or the presence of a non-job-related medical condition/disability.

Allegheny County Parks Foundation Non-Discrimination Policy

The organization shall not discriminate against any employee, applicant for employment, independent contractor, or any other person because of race, color, religious creed, ancestry, national origin, age, gender identity, sexual orientation, veteran status or the presence of non-job related medical condition/disability or any other protected category.

Why You Should Apply:

• Competitive salary
• Comprehensive Benefits Package
• Flexible (35 hours/week) Work Schedule
• Opportunity to work with a small team committed to creating an uplifting workplace culture
• Opportunity to improve your Allegheny County Parks

To Apply

Please send a cover letter and resume with the subject line “Administrative Manager Application” to Joey-Linn Ulrich at jlulrich@acparksfoundation.org. In your email, please include how you heard about this position. All applications are strongly encouraged to be submitted by January 21. We will schedule interviews on a rolling basis with the goal of this position starting in February.