Hiring: Office Administrator – CISA
Job Opening: Office Administrator
Status: 40 (full-time) hours a week
Time Frame: Review begins July 15th, position open until filled.
Community Involved in Sustaining Agriculture (CISA) is a nonprofit organization that strengthens farms and engages the community to build the local food economy. We run the Be a Local Hero, Buy Locally Grown® marketing campaign, educate the public about buying local, offer training and support for farmers, and support programs to increase access to local food across race, class, and geography in our region.
Our team has a range of skills and life experiences. We work to build a diverse and resilient food economy with viable farms, fair and just working conditions, strong environmental stewardship, and equitable local food access in all of our communities. We are committed to understanding the history and current impacts of racism in the food system and actively work towards equity and justice. We strive to recruit and retain creative, ethical, smart, and innovative people and to cultivate an inclusive and diverse culture.
POSITION DESCRIPTION
The Office Administrator reports to the Development Director and is a member of the Administration Team and the Development Team. The Office Administrator position is responsible for overall office systems and facilities for our 21-person hybrid organization with a physical office space in South Deerfield, MA. The Office Administrator coordinates office support services and related activities including oversight of office technology, manages maintenance and function of our physical office space, implements HR support tasks, manages organizational reporting, and supports the development team in donor tracking and communications. The Office Administrator manages their own day-to-day work and collaborates with others across the organization to provide comprehensive support.
Our ideal candidate is a self-motivated problem-solver, someone who enjoys helping set up and manage an array of systems, with a willingness to focus on the details. They provide critical support to the entire CISA team and are often the first interaction the public has with CISA. They should have good customer relations skills and an interest in working with a diverse team. Organizational skills are critical to the success of this position.
Position Overview
The office administrator position is responsible for our overall office systems and facilities. They are also responsible for coordinating office support services and related activities including oversight of office technology.
Essential Job Functions
- Support the technical needs of the office including the maintenance and support of hardware, software, internet, and phone/voicemail systems, manage our external IT vendor, and oversee equipment maintenance and supplies (printers, copiers, etc.).
- As part of the Development team, coordinate print and email communications logistics. Process donations and acknowledgement letters and manage the organization’s two customer relations databases and back-up systems.
- Maintain the physical office building and property, coordinating outside vendors to complete projects as needed.
- Provide HR support including hiring support, managing benefit related information and employee communication; process new hire paperwork; support benefit enrollment during new hire and open enrollment periods.
- Onboard new staff: provide IT training to new employees and ongoing IT liaison support with our external IT provider as needed or requested.
- Process bi-weekly payroll; ensure proper payment of wages as reported; deduct taxes, benefit payments, and any other garnishments as required. Provide wage-related reports to finance as needed.
- Coordinate the purchase of office and building supplies; periodically review competitiveness of purchase price to ensure best use of resources.
- Maintain CISA’s domain addresses; maintain certifications including ‘Certificate of Good Standing’ and our Trademarks; file taxes and annual reports; and update tax exempt status with vendors.
- Assist with the preparation of materials for grants, auditor material and reporting, etc.
- Provide administrative support to staff, in particular the Development Director and the Executive Director, as needed. Assemble and distribute Board reports and coordinate Board meeting logistics.
OTHER DUTIES
Perform other related duties as assigned by the Development Director.
Requirements
Bachelor’s Degree in Business, Office Administration, Information Technology, or other field, and three year’s office management experience; or an equivalent combination of education and experience.
Excellent administrative and computer skills; must be proficient in Microsoft Office and conversant in IT.
Provide systems management across multiple platforms.
Knowledge about and experience with current software and website maintenance.
Excellent customer service skills.
Excellent written and verbal communication skills
Other Skills/Abilities
Previous database management experience preferred. Desired experience in Bloomerang or other CRM databases and Airtable.
Familiarity with QuickBooks desired but not required.
Spanish language desired but not required.
Hours and compensation: $24-$26/hour (equivalent to a salary of $50,000- $54,080), depending on experience. This is a full-time 40 hours/week, non-exempt position. Health care, vision, dental, long-term disability, 401K matching, sick time, holidays, and vacation are included. Access to a car and occasional weekend and evening availability are required. See the full list of benefits here.
CISA is currently operating with a hybrid office model with at least two days a week in the office and up to three days from home. We allow staff flexibility in their regular schedules and understand that flexibility can support a healthy work-life balance. Travel within CISA’s service area (Hampden, Hampshire, and Franklin counties, MA) for outreach and events will be required.
To apply, please complete applicant questions and attach your resume via our online application form. CISA no longer requires cover letters and will not review them. Instead, we ask applicants to answer specific questions to allow us to get to know you and your interest in this position. General questions can be sent to jennifer@buylocalfood.org.
CISA is an equal opportunity employer. CISA will not engage in discrimination against, or harassment of any person employed or seeking employment with CISA on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran, or other characteristics protected by law. We are committed to promoting a diverse and inclusive environment.
