Job Description

Office Manager

Note: Job descriptions are guidelines that attempt to characterize major duties and

responsibilities of employees and are subject to changes as needed and programs change. At

the Humboldt Botanical Garden, they are not considered either inclusive or exclusive.

POSITION DESCRIPTION

The HBGF Office Manager (OM) is the administrative point of contact for the Humboldt Botanical Garden. The OM organizes and coordinates the Garden’s office operations and procedures to insure administrative effectiveness and efficiency. The OM provides administrative support to the Board of Directors and works with and assists other Garden staff.

Communication between the OM and the Garden are vitally important to the success of business operations and customer service. The OM reports to the Board Chair.

DUTIES AND RESPONSIBILITIES

A. Administration

General

1. The Office Manager is the face of the Garden (Point of Contact) for HBGF customer service

with regard to membership questions, mailings, bills, vendors, service providers including

coordinating messages to and from the Garden for information about the Garden

2. Compile agenda, minutes, and reports for the board packet and distribute electronically on

the Friday before the monthly scheduled meeting

3. Compose and submit Office Administrator Report with each Board Packet

4. Collect HBG mail from Post Office and process

5. Order on-line and have delivered office supplies for office

6. Maintain and schedule service for office

7. Maintain password protection log and regularly provide an updated copy to the Board

President when changes occur

8. Filing and filing system: Retain hard copies and organize digital folders for easy retrieval of

information

9. Coordinate in a timely manner all mass mailings including labels, bulk mail procedures, and

volunteer assistance

10. Provide assistance for major Garden events (annual gala, plant sale, candlelight walk) –

Due to COVID-19: TBD

B. Bookkeeping

QuickBooks

1. Maintain Master File for QuickBooks accounting software

2. Download QuickBooks updates from CPA portal to include payroll, payroll reports, month-

end bank reconciliation, and credit card reconciliation

3. Review, code, and enter approved Accounts Payable into QuickBooks, print AP checks,

and coordinate with authorized signers for signature and mail

4. Enter credit card and Square transactions into QuickBooks

5. Confirm deposits and withdrawals are entered into QuickBooks and produce month-end

Financial Reports

6. Prepare and make deposits to Bank as necessary

Other

7. Bi-monthly, electronically collect all employee time sheets, submit to Board Chair or

designee for approval, and electronically deliver approved timesheets to CPA for preparation

of payroll

8. Assist the Board with the administration of contracts, grants, and budgets as needed

9. Maintain corporate records

10. Communicate with Garden daily regarding Garden’s Petty Cash reconciliation and

replenish when necessary Not currently taking cash due to COVID-19

C. Membership

1. Coordinate and maintain membership data base, issue membership cards, communicate

with members, administer procedures for the membership program, and prepare monthly

membership and donation reports for Board of Directors

2. Coordinate the Paver and Memorial Garden records

3. Coordinate weekly “thank you” notes to members, donors, in-kind donors, and others

D. Marketing

Social Media Coordinator: Maintain technology-based communication tools such as website,

email alerts, E-newsletters, and Facebook and coordinate with Gate Host who currently

handles social media.

1. HBG Website point of contact with webpage manager EvenVision

2. Webmaster responding to inquiries and timely updates, edits, and additions to the Garden

webpage

3. Publish quarterly newsletter “Botanical Guardian” including soliciting content, design,

printing, membership mailing list, and distribution

4. Coordinate development and printing of publications and special print projects such as

advertisements, flyers, events, posters

5. Coordinate membership mass Email system Constant Contact and coordinate with Gate

Host

6. Assist in the design, ordering, and pricing of merchandise products for HBG retail sales and

coordinate with Gate Host

7. Compile periodic photos for website, marketing materials, and archival files

Job Qualifications

• Proven office management, administrative or assistant experience

• Good written and verbal communicating skills

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail

• Problem solving skills

• Strong organizational and planning skills

• Proficient in Microsoft Office and QuickBooks, Volgistics, Square and Access Data

Base (willing to train)

• Familiar with Social Media applications (Constant Contact, Facebook, Instagram)

• Familiar with Website update and revisions

• Must have a valid California driver’s license and auto insurance

• Work independently

Reports to: Board Chair

Supervises: No supervision (volunteers)

Hours: 28-32 hours per week

Hourly Rate: $18-$20

Benefits: Paid holidays, vacation, and sick leave