The Office Support Coordinator is responsible for the smooth operation of the Helena office, which includes general office organization; administrative support for staff and Board members; making deposits and accurate data entry of all gifts; providing information to donors, volunteers, and the general public; overseeing office machinery and systems; and purchasing equipment, supplies, printed material, and postage. This staff position will assist in the coordination of the annual bird festival, other events, and facility logistics for the organization. This is a full-time, non-exempt position.

Major Responsibilities:

Administration and Office Management:

Performs general office work, including reception; manages the telephone & general email box; mail pick-up, sorting & distribution; general office upkeep, supplies & equipment; general requests for information.

Responsible for daily deposits; works with the Development Director in the accurate data entry of the donor database, and maintenance of current donor contact info.

Prepares and customizes (as needed) gift acknowledgements, including coordination w/ appropriate staff member responsible for signing personalized notes.

Tracks and maintains Board files and records, including an archive of all meeting agendas and minutes, legal documents (e.g., By-Laws, Articles of Incorporation, etc.), and other relevant documents.

Provides administrative support for the Board and staff, including arranging conference calls, travel logistics, and meetings.

Documents office procedures and protocols by maintaining an updated Office Procedures Manual.

Maintains staff calendar and collaborates with all staff in maintaining the organizational calendar.

Coordinates and troubleshoots office equipment, computer back-up, and care and maintenance of

computers and peripherals. Resolves computer issues when appropriate, and coordinates with IT

contractors as needed.

Assists staff, particularly the Executive Director and Development Director with various projects and

deadlines, including copying, printing, mailing as needed.

Coordinates office volunteers and interns who assist with Helena office tasks; maintains volunteer

roster.

Supports merchandise sales, including updates on website, inventory tracking, ordering, processing of

orders, and distribution.

Communications and Customer Service:

Responds to general information requests and inquiries in a timely and appropriate manner.

Assists in the planning and implementation of the annual Bird Festival.

Coordinates newsletter production process, including collection of articles and associated graphics from various authors; bundling articles and graphics for distribution to the editor and layout designer; coordinating with the printer; copy editing; and preparation of mailing list.

Coordinates event and facility logistics for the organization, including board meetings, receptions, retreats, committee meetings, conferences and special events.

Designs and prepares email messages to support base (i.e., messages to promote tours, festival, appeal follow-ups, misc events), as directed.

Performs social media outreach and website updates, as time permits.

3. Other duties as assigned:

• Performs a variety of other clerical and administrative work as assigned by the supervisor, including coordinating special projects and events, attending training, and providing backup for other MT Audubon staff.

4. Working Together to Strengthen Montana Audubon:

Participates in Montana Audubon staff meetings and retreats.

Supports, communicates and coordinates with other staff members as appropriate. Actively strive to

build a cohesive and effective staff team.

Actively works to enhance the integration, coordination, and collaboration among all of Montana

Audubon's programs.

Pro-actively assists with planning, coordinating and carrying out the Annual Bird Festival.

Enthusiastically represents the full breadth and depth of Montana Audubon's mission and work to the

general public.

Maintains positive, collaborative relationships with all the Audubon chapters in Montana.

Attends and participates appropriately in MT Audubon Board meetings, as requested.

Supervisory Responsibilities:

The Development Director supervises the Office Support Coordinator.

Required Knowledge, Skills and Abilities:

Requires knowledge of office administration principles and practices; business English, grammar, and spelling; personal computers and typical business software applications, including word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications (i.e., the Microsoft Office Suite); social media applications; alpha/numeric filing methods and systems (electronic and paper records management); customer service methods and techniques; meeting and event coordination protocols (i.e., facility arrangements, agenda/packet preparation, minutes, etc.); and computer and office equipment (i.e., computer hardware, peripherals, and networks; copiers; multi-line phone systems, etc.).

Requires the ability to work well with people under demanding conditions; develops and maintains effective working relationships with a variety of individuals; works independently and with initiative; works effectively as a team member; asks for help as needed, and follows administrative procedures; serves organizational staff and customers in a professional manner; supports, communicates, and coordinates with other staff members as appropriate; helps build a cohesive staff team; professionally represents Montana Audubon to the public; and integrates, coordinates and collaborates among all of MT Audubon's programs.

Qualification Requirements:

The required Knowledge, Skills and Abilities are typically acquired through a combination of education and experience equivalent to a two-year degree or certificate in Office Administration, Office Technology or a related field and two years' progressively responsible job experience in office administration.

If you are interested in this position, send your resume and cover letter by Monday, August 11:

By Email (preferred): Norane Freistadt, Development Director at norane@mtaudubon.org ; or
By Mail (if you need to): Montana Audubon, PO Box 595, Helena, MT 59624.