The Operations Manager position is an exempt, regular full-time position. Working independently, the Operations Manager receives general administrative supervision from and also reports to the Executive Director (ED). The goal of the Operations Manager is to assure the smooth operation of Seattle Audubon and unburden the ED of routine financial and personnel management as well as administrative responsibilities concerning the building, grounds, equipment, and infrastructure.
The Operations Manager will meet regularly with Nature Shop staff and the Executive Director to establish quarterly and annual objectives and monitor progress. Reviews of performance will be conducted by the Executive Director according to the timeline stated in the personnel policies. The Operations Manager will endeavor to complete this work in an environmentally sound manner, with concern and respect for others, and within the bylaws, stated goals and policies of Seattle Audubon.
This position is located at the Seattle Audubon Nature Shop in Northeast Seattle, adhering to strict COVID-19 safety protocols. Occasional evening and weekend work will be required. People of color, women, LGBTQIA+, and other applicants from historically underrepresented groups are encouraged to apply.
Duties and Responsibilities
The Operations Manager is responsible for the daily operations of Seattle Audubon as outlined below. The Operations Manager will also oversee Nature Shop activities and supervise the three Nature Shop staff. Specific activities and estimated % effort include, but are not limited to:
Finance (55%) • Responsibility for the accuracy and timeliness of accounts payable/receivable/reconciliation (review, prepare bills and checks, record) • Responsibility for the accuracy and timeliness of processing payroll • Create cash deposits as determined by policy and consultation with the ED • Support creation of month-end reports for Board, staff (including grant support), and 990-preparation (in concert with the Accountant, Treasurer and Executive Director) • Facilitate the annual audit • Quickbooks Online record-keeping and reconciliation • Support the Finance Committee operations • Regular coordination with contract accountant to assure accurate and timely reporting • Prepare tax statements and arrange all payments • Create budget reports • Work with Executive Director and Board Treasurer to accurately populate annual budget
Staff • Provide human resources management (includes paperwork generation and storage, new-hire orientation and maintain Employee Handbook) • Manage and administer employee benefits (health, dental, vision, retirement, SDL, LDL, PFML) • Manage and administer insurances, including liability, certificates, D & O • Assure for emergency preparedness with supplies and drills as needed
Building/IT • Ensure smooth operation of the facility including the building and equipment (including sprinklers, alarm, phone, copier, computers) • Be sure that the grounds (garden) meet the priorities as defined – security, pest reduction, demonstration garden • Manage non-website content IT, using contractors as budgeted, assuring that staff have current software and hardware for optimal productivity • See to building cleanliness trough use of contractors as budgeted and staff as agreed to • Manage capital and infrastructure projects when defined • Maintain supplies Administrative support • Assist in maintenance and alignment of Seattle Audubon governance documents, policies, and manuals • Be point-of-contact for Seattle Audubon Publications’ authors and distributors • Support Executive Director as needed
Nature Shop (5%) • Working with The Nature Shop staff to provide exemplary service to the Shop volunteers and customers while achieving budgeted revenue goals • Provide supervision to the Nature Shop staff • Assure that The Nature Shop participates fully in achievement of the strategic plan
Volunteers (5%) • Work with Community Engagement Manager on operations (building and garden) and Nature Shop volunteer needs
Organization Related (5%) • Participate in staff meetings and activities • Direct the Records Management Policy • Support onsite events as needed • Utilizing volunteers, manage lending library donations and maintain collection database • With the Executive Director, lead response on regional health and environmental catastrophes, including COVID-19 pandemic