Administrative Director

Washington Conservation Voters and Washington Environmental Council,

Administrative Director

 Responsibilities

1. The Administrative Director is responsible for making the office run smoothly and efficiently including:

• Reception - Open the office at 9:00 am each week day; Greet visitors and direct to appropriate meeting/staff; Serve as office point person; Respond to or direct information requests to the appropriate staff person. Maintain conference room schedule and appearance.

• Phones - Answer phones not directed to an extension. Manage phone and voicemail system.

• Mail - Open and distribute incoming mail. Collect and post outgoing mail. Ensure there is postage in the meter.

• Supplies and Equipment - Ensure stock of all office supplies. Maintain, service and update office machinery.

• Filing - Maintain WEC central financial files.

• Volunteers – Assign tasks to office support volunteers.

• Meetings – Schedule use of the small and large conference rooms and Vance Bldg conference rooms in conjunction with the building manager. Set-up conference calls for staff as needed.

• Kitchen – Overall responsibility for cleanliness of the kitchen area, including periodic clean-out of the refrigerator. Run dishwasher as needed.

2. The Administrative Director will manage the joint computer system including:

• Ensure back-up system is functioning.

•  Trouble-shoot problems working with our outside consultant as necessary.

• Ensure regular maintenance occurs.

• Purchase and oversee installation of additional software and hardware as needed (with prior approval).

3. The Administrative Director will assist the WEC Executive Director in managing WEC’s finances including:

• Managing WEC’s accounting using Quick Books

• Tracking bank balances and upcoming expenses. Keep Executive Director informed of status.

• Pay bills in a timely fashion.

• Prepare deposits and ensure proper entry in the accounting system.

• Produce reports for Executive Committee and Board Meetings.

• Ensure payroll is processed by vendor and then properly entered into WEC’s accounting system.

• Assist with annual audit.

4. The Administrative Director is responsible for ensuring that costs are properly allocated between WEC and WCV and needed reimbursements occur. This includes:

• Developing systems to track and bill for use of joint supplies, computer services, phone/communications systems, etc.

• Integrating WEC’s and WCV’s time-keeping systems to ensure accurate tracking of time of shared employees.

• Working with WCV accounting staff to ensure that reimbursement occur between the organizations on a monthly basis.

5. The Administrative Director will assist both Executive Directors with Human Resource matters including:

• Manage medical/dental insurance renewal and changes.

• Manage retirement plan administration, ensuring monthly withholding payments are made and changes are processed through payroll system.

• Ensure WEC staff members submit timesheets/reimbursement requests.

6. The Administrative Director will work with both Executive Directors to support the activities of the WEC and WCV boards including:

• Executive Committee Meetings – Schedule meetings, Compile and distribute materials prior to meetings, Attend and take minutes.

• Board Meetings - Arrange the facility, logistics, food; Send out notices/reminders and track RSVPs, Compile agenda and meeting materials and send out one week in advance of meetings, Attend meetings managing logistics and taking minutes.

• Board Development - Maintain board contact sheet, database and board election information; Assist in preparation and mailing of board election materials; Support Board Development Committee in recruitment and board involvement efforts.

Full-time position. Work includes some evening and weekend meetings. Reports to the Executive Directors of WEC and WCV. Salary depends on qualifications. Good benefit and vacation package. Opportunity to work in a dynamic and fun office for organizations that are making a difference.

To apply: Please email a letter of interest addressing position qualifications, resume and three references to: Joan Crooks and Kurt Fritts.

Position will be filled as soon as the right person is found.