Job description

Office and Administrative Manager Job Description

Reports to: Executive Director

Classification: Non-Exempt

Status: Full-Time

Organization Description: Southside Community Land Trust builds a fair and accessible local food system in Rhode Island by offering access to land, training, resources and support to community and backyard gardeners, beginning farmers and young people.

SCLT was founded in 1981 when residents of South Providence and newly arrived Hmong refugees worked together to grow culturally familiar, nutritious food in the area’s first community garden. Somerset Garden not only improved residents’ diets and economic self-reliance, it stabilized a neighborhood weakened by arson, neglect and crime. Today, the most significant obstacle to accomplishing our work is the racial injustice that denies Black, Latinx, Asian, Indigenous and all people of color equal access to fresh, healthy and affordable food.

SCLT leases land to 25 farmers who supply fresh fruits and vegetables to 13 farmers markets, roughly 100 food businesses and restaurants and six CSAs. We support a network of 60 community gardens and farms, feeding over 15,000 people every year. We operate three production farms in Providence and Pawtucket where we practice, demonstrate and train others in bio-intensive, small-scale agricultural production. We helped found three farmers markets as well as three growers’ collaboratives that enable individual farmers to bring their produce to market.

Position Description: The Office and Administrative Manager is a dedicated professional with a passion for serving the public, creating and managing office operations, being an integral part of the team, and supporting other staff as needed. A successful candidate is inspired by the work SCLT performs for the community, has exceptional interpersonal and organizational skills, and has the ability to multi-task and set priorities.

Job Duties:

• Greets people as they enter the office and alerts staff when they have a visitor.
• Provides support to the Executive Director with scheduling, signatures, other administrative functions.
• Provides support to the Executive Director on special projects including but not limited to applying for and maintaining tax exemptions on SCLT properties, scheduling and coordinating consultants to the Executive Director, gathering data or spearheading administrative initiatives requested by the Executive Director, responding to requests made of the Executive Director, etc.
• Maintain all required licenses/registrations with the State of RI and U.S. Government (vehicle, business, non-profit, SAM, etc.).
• Maintain all required general liability, property and board and officers’ insurance and insurance schedules. Work with SCLT’s insurance broker on claims, policies, added insured, etc.
• Attend meetings of the Board of Directors and prepare and circulate minutes. Assist the Executive Director as needed with developing and distributing board materials.
• Maintain all organizational records including but not limited to community gardener contracts, independent contractor filings, calendar of administrative requirements.
• Main point of contact for all technology including but not limited to coordinating IT consultant, executing hardware and software purchases, upgrades and maintenance, coordinating security system/lock providers, ensuring the SCLT shared drive and work management systems are available, operational, organized, and being used by staff. (e.g.Monday.com, Google Drive).
• Maintain office facility including cleaning service, office equipment and supplies, copier, shared file network, phone system, fire alarm and security system, and coordinate office maintenance and repairs.
• Receives all requests for support from internal and external parties in a professional, upbeat manner and provides the highest levels of customer service.
• Manages multiple assignments simultaneously while meeting deadlines.
• Support other staff as needed.
• Performs other tasks as assigned.

Desired Experience, Education, Knowledge, and Skills

• High School Diploma, GED or relevant work experience.
• Minimum of 3 years of experience working in a fast-paced office environment; experience working in the non-profit sector is preferred.
• General knowledge of non-profit business/office practices.
• Strong proficiency with and in-depth knowledge of Microsoft Office, including Outlook, Excel, Word and PowerPoint desired. Must have proficiency with using data management systems, performing research and navigating the internet.
• Ability to complete complex clerical and administrative duties and handle sensitive and confidential information. Must be detailed oriented with the ability to multi-task and set priorities.
• Exceptional organizational, customer service, and problem-solving skills required.
• Providence, Pawtucket or Central Falls area resident.
• Prior experience working in a multicultural, multilingual setting is preferred.
• Skills in any of the following languages, including Spanish, Swahili, Kinyarwanda/Kirundi, Portuguese, Cape Verdean Creole, Hmong, French, Kunama, Burmese, Haitian Creole, Khmer, and Lao. Or any language spoken by under-resourced communities in South Providence, Pawtucket and Central Falls.

SCLT welcomes your application even if you do not possess all of the attributes listed above. The organization values both life and on-the-job experience and we consider these in all hiring decisions.

Physical Requirements: While performing the duties of this job, the employee must have the physical ability to travel to meetings and events. The employee must have the ability to routinely use office equipment, sit for long periods of time working on a computer and work in a busy office environment. The employee must have the physical ability to occasionally move/lift heavy objects up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Schedule is 40 hours per week, Monday through Friday from 9 am to 5 pm. Some flexibility is available for remote work, however, most work will be completed on site. This position requires participation in seven evening board meetings each year as well as occasional attendance at evening and weekend events.

Compensation for this position will be $45,000 - $60,000 annually and set based on prior relevant experience. In addition to paid holidays that occur during your regular work schedule, the position receives 22 paid days off per calendar year. This position also qualifies for health and dental insurance through SCLT; if the employee has medical coverage elsewhere, they will be offered $400 of benefit pay per month to offset premium costs.

SCLT is an equal opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, military and veteran status, and any other characteristic protected by applicable law. We are committed to building a team that includes leadership from the communities that we serve and that represents a variety of backgrounds, perspectives, and skills. Multilingual applicants are strongly encouraged – see above list of desired languages.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Providence, RI: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Experience:

• Office: 3 years (Preferred)

Work Location: In person

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