!!! Rising Sun Energy Center is Hiring !!!
Expert Operations / Office Manager required ASAP
Rising Sun Energy Center Position Opening Announcement: Sustainable Operations / Office Manager
Supervisors: Executive Director and Deputy Director
Full Time, Exempt Position starts as soon as filled
Organization
Rising Sun Energy Center (RSEC), a 501 (c)(3) organization, provides comprehensive energy-efficiency services and education for Bay Area residents through our California Youth Energy Services, Green Energy Training Services, and other programs. We provide our services through innovative community–based programs that integrate training and employment, on-site residential energy efficiency visits, and other local and regional services. Since 2000, RSEC has served over 9,000 homes, saving residents over $3,000,000 annually in utility costs and providing training and programs for over 400 youth ages 15-22 years old.
We are hiring one full time (40 hours/week), exempt Sustainable Operations/Office Manager on an aggressive hiring timeline. Applications will be accepted on a rolling basis.
Job Summary
Position Overview: The Sustainable Operations/Office Manager performs key operational and financial support for Rising Sun Energy Center (RSEC) and its programs including: accounting in QuickBooks; financial analysis and administration; IT support and administration; human resource administration; payroll processing; purchasing and inventory control; equipment management; and program support.
Office Administration & Management
Monitor and maintain all office and program equipment, office space, and work-station space. Maintain efficient filing systems and electronic databases. Other office functions including reception function; telephone/voice mail systems administration; sorting and distributing office mail; receiving freight deliveries and coordinating with shippers; routine repair and minor maintenance of office facilities; ordering/ maintaining supplies; and serving as on-site computer and network administrator, making use of technical supervision from the independent IT Consultant as required.
Financial Management
Primary bookkeeper for the organization and responsible for audit preparation; maintenance and correspondence for A/R and A/P files; tracking expense and income budgets; producing financial reports and tools as needed for the Senior Management Team and Board of Directors; ensuring timely payment and documentation of reimbursements and receipts.
Resource Development
Support Executive Director and Deputy Director in fund development through grant making, fee-for-service contracts, and individual/corporate donors. Coordinate timely preparation and submission of grant reports and applications. Maintain donor/contacts database and ensure timeliness of donor solicitation and appreciation.
Human Resource Administration
Manage hiring and exit processes, and process all evaluation, promotion, raise, and termination paperwork. Ensure complete and up-to-date personnel files for current and former staff/volunteers and protect confidential information. Ensure organization’s compliance with relevant local, state, and federal laws with regards to personnel policies, procedures, and reporting. Coordinate orientation of new staff and volunteers (as needed); serve as benefits administrator; assist Executive Director and Board of Directors with selection of benefits packages and changes; administer payroll and track employee timesheets, vacation, holiday, sick, personal leaves, unpaid leave time.
Organizational Effectiveness & Risk Management
Work with Senior Management Team to promote efficiency, mission effectiveness, and long-term operational success in all functional areas of RSEC and to ensure communication and coordination between functions/programs. Manage organizational insurance policies including Directors & Officers, General Liability and Umbrella, Volunteer Liability, and Worker’s Compensation. Serve as primary liaison to legal counsel in addressing legal issues (EG. Copyright, antitrust, governance, partnerships, licensing, affiliate programs). Ensure that RSEC and its staff are not taking actions that may put the organization, its reputation, its staff, or its stakeholders in any unforeseen or extreme risk.
Communications & Technology Management
Coordinate timely response and referral as needed to information requests. Maintain organization’s contact/donor database, equipment database, and mailing lists. Develop and implement IT disaster recovery procedures. Point person for staff IT issues and support requests. Serve as domain administrator for online mail server, online applications, and office network server. Manage phone system, mobile phone, and other communications contracts. Train all staff, interns, and volunteers in technologies as needed.
Program & Administrative Support
Support all operations and logistical aspects of program implementation, including materials and presentation preparation, logistics, and financial management as directed by the Executive Director and Deputy Director. Support the Board of Directors in administrative and logistical tasks as requested, such as preparing for Board meetings, maintaining records, and generating reports.
Organizational Leadership
Collaborate with Senior Management Team and Board of Directors in strategic planning and implementation, staff meetings, program meetings, staff development, and other organizational development activities as needed. In cooperation with the Executive Director and Deputy Director, the Operations Manager provides leadership and, as appropriate, training to RSEC staff regarding administrative matters, RSEC policies and procedures, human resources and technical matters.
Qualifications
· 5 years minimum operations, administrative, and/or financial management experience in an Office Management and/or Operations Management role, preferably in a small office and/or a non-profit setting is required for this position.
· At least one year of experience using QuickBooks financial database software (required), analyzing financial information, preparing financial reports to determine/maintain record of assets, liabilities, profit and loss, tax liability, or other financial activities within an organization. Demonstrated ability to manage and create complex budgets.
· Thorough knowledge of office management and administration, including word-processing, database management, purchasing, office equipment maintenance, file maintenance, and spreadsheet software (proficiency in MS Office Suite strongly preferred).
· Some formal training and/or experience in providing user support on Windows and related office software programs, maintaining relational databases (Access preferred), and/or administering a network is required.
· A bachelor’s degree or equivalent is required, with undergraduate coursework in environmental policy, environmental science, or business administration a plus.
· Evidence of sufficient maturity to manage in situations involving multiple roles and to work well under pressure of deadlines is required.
· This position requires a candidate who is detail-oriented, consistent, thorough, and communicative. Demonstrated ability to work as part of a team as well as independently, demonstrated reliability and resourcefulness.
Other Desired Qualifications
· A general interest in the programs of RSEC is required as is a willingness to learn more about them.
· Familiarity with global warming, energy-efficiency, water-conservation, and.or sustainability issues is preferred.
· At least three years of office experience involving computer user-end support is highly preferred, preferably with some network administration experience.
· Human resource administration experience a major plus.
· Fluency in a language other than English as relevant to RSEC programming a plus (particularly Spanish)
· In-depth knowledge or familiarity with legal terminology and principles a plus.
Work Environment
Fast-paced collaborative office environment, similar to “start-up culture”. Expectations may include multitasking and the ability to manage shifting demands and priorities.
Physical Requirements
Must be able to use small hand tools to make minor repairs and open/close different equipment. May need to occasionally help rearrange furniture or lift and carry personal computers, other small office equipment, boxes of supplies or publications, and recycling materials. Ability to safely operate a hand-truck and lift up to 40lbs is required. Must be able to drive a car, possess or be able to acquire a valid CA driver’s license, and have regular access to an insured vehicle.
Compensation
Depending on experience (DOE), annual salary range is $40,000 to $50,000 for highly qualified individuals, with a comprehensive benefits package. This position is exempt from overtime pay.
Excellent opportunities and expectations for personal and professional growth and development.
Qualified candidates may submit a resume and cover letter to pocock (at) risingsunenergy (dot) org
NO UNSOLICITED PHONE CALLS WILL BE ACCEPTED.
NO UNSOLICITED WALK-INS WILL BE CONSIDERED.
