Washington, DC Operations Coordinator

  • Sierra Club
  • Washington, DC, USA
  • Oct 01, 2018
Full time Admin Assistant/Environmental Support Communication - Public Outreach

Job Description

Scope: The Washington Operations Coordinator has specific responsibilities that relate to the overall administrative and financial operations of the Washington, DC office and Sierra Club Field Staff.  Provides various support functions, prepares and reviews financial transactions, handles and maintains confidential records, correspondence and communications, coordinates communication and training and attends sensitive and confidential meetings related to human resources matters.   Provides program, issue and administrative support functions for various Sierra Club programs.  Oversees the reception/lobby area for visitors and staff.  Provides substantive administrative support to the Conservation Operations Team and the Washington Office Manager. Provides general administrative support to the Washington, DC office.


Job Activities:

  1. Coordinates special projects, meetings, and materials as directed by the Washington DC Office Manager. 
  2. Maintains and updates appropriate information and organizational lists as required.  This could include media, legislative and administration databases.
  3. Coordinates correspondence and communication between the Washington, DC Office and other Sierra Club Departments, Offices, Chapters, Staff, Volunteers, Partners, and outside parties.
  4. Schedules appointments and meetings in DC office space or other Sierra Club entities as directed.  Facilitates conference room scheduling and logistics with coalition partners, staff, and other outside parties.  Assists DC Office Manager in oversight of conference room, and visitor parking passes.
  5. Serves as the assistant to Senior Sierra Club leadership when they visit the Washington, DC office.  Provides stellar VIP-level customer service and support to senior staff and visitors at the DC office.
  6. Assists Washington DC Office Manager with ensuring that all financial and business operations procedures are followed and deadlines are met.  Coordinates and tracks Washington, DC finances utilizing standard accounting principles and best practices in QuickBooks.  Prepares and formats timely financial reports, bi-weekly cash flow reports, and reimbursement requests by extracting data from Quickbooks for the Washington DC Office Manager’s review and approval. 
  7. Reviews and reconciles staff travel, credit, and out-of-pocket expenses in Concur.
  8. Provides administrative and program support for the Washington DC Office Manager, employees, Sierra Club Field Staff, and other Sierra Club entities as directed.
  9. Provides ongoing training to Sierra Club Field staff on financial, logistical, operational and administrative matters.
  10. Coordinates, tracks, and files Washington DC vendor payments and office reimbursements.  Ensures proper coding and back-up documentation for all expenses.  Performs file maintenance, management and archiving of vendor files as directed by the Washington DC Office Manager.
  11. Answers a large telephone system courteously and takes messages, retrieve and re-route from the office’s general voice mail box for office staff as needed.
  12. Maintains the reception area, coordinates courier packages, assists with the distribution of daily mail and greets visitors and volunteers.
  13. As directed by the DC Office Manager, updates the office Emergency Action Plan.  Updates manuals and the reception area reference guide, performs research, and tracks required trainings and renewals as needed.  Acts as a secondary check-point for visitor identification and security for the DC Office.  Assists in Data Key management and tracking, updating security access keys and list of those with access.  Provides an authorized visitor list to building/lobby security daily
  14. Provides some administrative support to sub-tenants as directed by the Washington Office Manager.  Interacts with Building Management on cleaning needs,  and limited work order requests as needed.
  15. Performs miscellaneous duties as assigned.


Standard Overtime:
The standard Sierra Club work week is 37.5 hours.  However, this job requires occasional overtime to meet special deadlines, projects, and other staff absences, or emergencies.  Under these circumstances, overtime will rarely exceed 5 hours weekly, or 15 hours on a monthly basis.


Knowledge & Skills:

  • Associate’s Degree in Business, Finance, Accounting or equivalent combination of education and experience.
  • 1 to 2 years office and bookkeeping experience, including knowledge of and experience with finance and/or accounting transactions.
  • Demonstrated proficiency with word processing (Word), spreadsheets (Excel) and financial management software (Quickbooks) and Google Apps (Drive, Forms and Gmail). 
  • Ability to maintain confidentiality in handling sensitive and confidential information and communication and to use tact and diplomacy in dealing with these matters.
  • Strong organizational skills and ability to work effectively in a fast-paced office.
  • Strong verbal communication and word processing skills.
  • Must be able to:
  • Work well with a large number of people
  • Service oriented work style
  • Multi-task projects and primary responsibilities efficiently
  • Work well under pressure and deadlines
  • Be flexible

 

This position is represented by a collective bargaining unit and is subject to the terms and conditions of the contract between Sierra Club and Progressive Workers Union.

The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan. 

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Sector

Nonprofit- NGO