Administrator - Office Manager

The Desert Tortoise Preserve Committee, Inc. (DTPC), a non-profit conservation organization, seeks a PART-TIME or FULL-TIME OFFICE MANAGER. The Office Manager is responsible for managing the DTPC’s administrative office located in Ridgecrest, California. 

The position requires a self-starting, highly motivated individual who will ask questions but also take direction while not requiring daily management. 

The tasks listed below are not necessarily in order of importance. All are important, and other tasks not listed here may be assigned. Depending on the year and season, one or more tasks may assume greater importance or more time than others. An essential part of the position is close coordination with the Interim Executive Director, the Director of Land Acquisition, the officers of the Board of Directors. 

Membership development (Approximately 10% of Total Time)

Design and implement membership recruitment and retention plans
Maintain the organization’s website and social media accounts 
Oversee the preparation of the DTPC quarterly newsletter, soliciting written articles, photographs, calendar items, fund raising programs and preparing some of the articles.  Manage the printing and distribution of the newsletter via email, timely posting on the DTPC webpage, and mailing through the US Post Office and electronic mail.
Update and manage membership database (see 10b). Ensure mailing list is up to date

Volunteer and Vendor Coordination (Approximately 10% of Total Time)

Recruit and train volunteers
Organize and coordinate volunteers to help with public access, invasive species control, trails plan implementation, and public outreach and monitoring of parcels
Update and manage volunteer database

Public Outreach and Environmental Education (Approximately 5% of Total Time)

Prepare and manage MS Powerpoint presentations
Conduct public outreach presentations; public speaking ability and comfort required
Organize and manage public speaker volunteers
In conjunction with other personnel, prepare guides and other materials
Represent the DTPC on the Friends of Jawbone, Public Lands Roundtable, and other regional community planning groups, as needed.
Follow the agendas and activities of the Planning Commissions of the California City, City of Ridgecrest, Kern County, San Bernardino County, Inyo County, and any county where the DTPC has property or environmental concerns.  The Office Manager will keep the Board of Directors apprised of proposed and anticipated actions that these planning commissions are considering that could impact the DTPC properties or values.  The Board will determine if any action, comments, or appearance at the commission meeting is warranted.

Fundraising Management (Approximately 5% of Total Time)

Maintain database and schedule of grant opportunities
In conjunction with other staff, prepare grant applications
Assist in management of grant budgets, schedules, and implementation
Attend California Department of Parks and Recreation, Off Highway Vehicle grant meetings, and recommend to the Board grants that the DTPC should apply for, as needed. 

Support to DTPC Preserve Manager / Conservation Coordinator (Approximately 10% of Total Time)

Assist with coordination of monitoring activities
Prepare GIS and other maps. Word processing, spreadsheet skills required. Familiarity and demonstrated skill with GIS/mapping is desirable
Assist with preparation of periodic and annual reports on conservation activities
Must be willing to get dirty or windblown occasionally. Occassional trips to DTRNA may be required. If dirt roads are a hurdle, this position is not for you. Tolerance of desert heat and freezing temperatures is essential.

Support to DTPC Board of Directors (Approximately 5% of Total Time)

Attend meetings
Assist in preparing materials for board meetings. Assist the Board of Directors with the preparation for and hosting of Board meetings
Follow up on Board directives
Manage the annual Membership Meeting and Banquet, including making presentation. 
Attend and support the DTPC at the annual Desert Tortoise Council Symposium

Support to DTPC Lands Director (Approximately 2.5% of Total Time)

Track and disseminate email, telephone and mail inquiries about land acquisition and mitigation matters
Maintain lands database in Microsoft Excel database
Maintain electronic and paper lands records
Project management capabilities are essential. (managing fencing contractors, monitoring crews, volunteers, and others)

Support to DTPC Treasurer and Bookkeeper (Approximately 7.5% of Total Time)

Prepare property tax exemptions 
Prepare a draft budget for the operation of the DTPC for the review and finalization by the Board of Directors. Once approved, work within the budget constraints and request board approval prior to acting upon any project expected to exceed the budget
Assist in the preparation of monthly and annual reports, general project administration including contract management, billing
Support the Treasurer with preparations for the annual DTPC audit
Report to Earthshare as required
Track all contracts awarded by the DTPC, insuring that the work is accomplished in accordance with the terms and conditions of the contract

Support to DTPC President ,Board of Directors, and Executive Officers and Directors (Approximately 10% of Total Time)

Provide support as needed
Prepare and edit correspondence, including the Annual Membership letter
Prepare reports as directed
Prepare a written report to the Board of Directors and Interim Executive Director each month summarizing the activities of the DTPC employees, volunteers, contractors, and other community activities
Assure that reports, documents, and activities required by the Land Trust Alliance are accomplished and the status of the LTA Accreditation is briefed to the Board of Directors quarterly
Develop the Annual Report to the membership

Daily Administrative Duties (Approximately 35% of Total Time)

Take and transmit telephone and electronic messages; very important to utilize information resources, or refer caller to the appropriate source, particularly when inquiries about tortoises come up
Manage mail, distributing it to the appropriate parties; forwarding deposits to the appropriate party or making the deposit, as instructed, sending donor tax letters and thank-you notes
Keep detailed records of activities and provide a summary each month; prepare for the supervisor a weekly summary of activities and anticipated activities for the next several weeks
Update membership records, copy and record checks relating to membership, donations, estates, etc. by recording the information and updating the membership database. Employee will prepare and send out letter of acknowledge or postcard, depending on membership or donation value, through the access database. Must be able to use access and properly manage this critical database
Update property database and files, properly assign charges to the various mitigation accounts
When directed by the Board of Directors, will be the contracting officer’s representative for contracts awarded by the DTPC
Manage the receipt and filing of all DTPC correspondence, reports, and other documents in accordance with the DTPC file plan
Maintain a professional and welcoming office

SUPERVISION RECEIVED

The employee will be provided quarterly and annual general and specific objectives, tasks, and specific assignments with completion dates.  New tasks may arise at any time, thus causing adjustments to the work schedule.  The Board of Directors will assign one person as supervisor, and this person may change within or between years.  Various members of the Board of Directors or volunteers to the DTPC may provide training. 

EXPERIENCE AND SKILLS  

The successful candidate is expected to have demonstrated experience with project management (managing multiple tasks), accounting or bookkeeping skills, and strong speaking and writing skills.  

An understanding of ecology, recovery of threatened and endangered species, restoration of habitat, land management and planning, and/or nonprofit management or business are desirable. 

Skills in such software programs such as Microsoft Office, Access, Excel, Powerpoint, Accounting software, web management and social media programs,and related programs are essential.   

The position is one that demands considerable skill in dealing with people of all types: exceptional courtesy and professionalism to all parties; an ability to take and advocate strong positions with finesse; flexibility in dealing with numerous tasks and emergencies; and common sense.

LICENSES AND CERTIFICATES

Valid California Driver's License
Clean driving record
Credit, background check, and/or drug tests may be requested
Applicants must be currently eligible to work in the USA and will be required to submit a USCIS Form I-9 along with the documents specified by the federal government.
Employees are required to be vaccinated for the Covid 19 virus along with available boosters.

PAY RATE AND JOB LOCATION 

Hourly rate for Part-time position or Salary for Full-time position is competitive and depends on qualifications and experience.  The position is located in Ridgecrest, California.

The Desert Tortoise Preserve Committee’s (DTPC) office is located in Ridgecrest, California, a town adjacent to the Defense Departments Naval Air Weapons Station at China Lake and with many scientists and interesting people. The preserves and lands managed by the DTPC are in four areas: the western Mojave Desert, Desert Tortoise Research Natural Area, eastern Kern County., Pilot Knob in the central Mojave Desert on the Naval Air Weapons Station, China Lake, San Bernardino County.; the eastern Mojave Desert in the vicinity of the Mojave National Preserve in San Bernardino County; and the eastern Colorado Desert, Chuckwalla Bench, south of I-10 in Riverside County. Because of the amount and intensity of office work at certain times of year and attention to two nearby focus areas at the Desert Tortoise Research Natural Area and a site on the Naval Air Weapons Station, the Preserve Manager should plan to live in or near Ridgecrest with easy access to the office.

How to apply:

To submit a letter of interest, resume and references, please e-mail to jun.lee@tortoise-tracks.org AND junylee@gmail.com with the subject title of Applications-Office Manager. Only seriously interested applicants should apply.