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Office Coordinator

Palmer Land Conservancy
Colorado, United States
$16.00 - $19.00
Closing date
Sep 21, 2021

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Position Type
Administrative, Office Administration
Employment Type
Full Time
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Posted Date: August 2021

Position Closing Date: Open until filled

Location: Colorado Springs, CO

Job Type: Full-time, non-exempt position
(part-time may be considered for exceptional candidates if desired)

Salary Hiring Range: $16.83 hour - $19.23 hour

Position Summary:
Palmer Land Conservancy seeks an Office Coordinator who is responsible for overall office support and managing a variety of administrative tasks, including administrative assistance, recording and tracking donations, event logistics, financial recordkeeping/data entry, and other functions necessary to run a fast-paced office. Reporting to the Operations and Administrative Director, and working closely with the President and CEO, the Office Coordinator will manage all of the administrative and office functions necessary for the successful operation of the organization and all of its programmatic areas including; Land Acquisition, Land Stewardship, Development, Community Outreach, and Finance. This position will lend expertise to move important, large-scale projects forward, assist with the continuous improvement of internal processes, and develop new processes and systems where needed. Palmer seeks an individual with a big heart for providing support, assistance, and problem solving. The ideal candidate understands customer service and hospitality and will bring a can-do attitude to all situations.

About Palmer Land Conservancy 

Palmer Land Conservancy is one of the leading nonprofit land conservation organizations in Colorado. Since its incorporation in 1977, the organization has protected nearly 136,000 acres including 20 public parks and open spaces, working farms and ranches, wildlife habitat, and scenic views. Palmer is one of the twenty largest local land trusts in the country based upon conserved acreage holdings (there are approximately 1,700 land trusts in the United States), and it is one of the country’s first 100 nationally accredited land trusts. Its office is located in downtown Colorado Springs and has staff located throughout its service area. More info at 

Office Management
• Oversee the front office, including greeting visitors, responding to emails, and keeping the office orderly and presentable
• Manage a multi-line phone system by answering phone calls, setting and checking voicemail, and managing phone system logistics
• Support staff with regular office duties on an ongoing basis
• Manage all records storage
• Manage grant documentation, reporting deadlines, and assist with report submissions
• Prepare all deposits
• Maintain office supplies and equipment, track and maintain adequate inventory of printed stationery and materials
• Handle incoming and outgoing mail
• Supervise the upkeep, maintenance, and record use of company vehicles

Donor Care and Outreach Support
• Support the fundraising and communications staff by assisting with development and community events, including event logistics, registration, and correspondence
• Prepare donor correspondence on a regular basis including tax receipt letters and bulk mailings
• Record donation activity in the CRM database and QBO and conduct reconciliations between them

Organizational Support
• Serve as an executive assistant to the President and CEO including calendar management, scheduling appointments, expense reports, and other duties
• Provide administrative support to Palmer staff and board members
• Assist with special projects and other regular duties for staff across the organization on an ongoing basis
• Arrange catering for organization events and board meetings

Database Administration
• Serve as an epicenter of all database needs for Palmer staff
• Enter data, maintain clean records, and administer user protocols in Palmer Land Conservancy’s constituent relationship management database, CiviCRM
• Record donation and event data and activity in CiviCRM
• Ensure database integrity by maintaining clean records, undertaking routine database clean up, and entering all records accurately
• Manage event registrations in CiviCRM
• Provide reports as needed

Bookkeeping/Data Entry
• Generate A/R invoices, record revenue and cash and credit card receipt transactions in QuickBooks Online (QBO)
• Manage expense receipts, A/P invoices, bank statements, and other financial documentation including providing bookkeeping support to staff for coding of expenses
• Monitor and manage the reconciliation of prior to sync with QBO
• Assist in gathering information for the annual audit

Human Resources
• Support and assist the Operations and Administrative Director with onboarding of staff, setup, and systems training 

• Abide by and uphold all Palmer Land Conservancy policies
• Attend staff meetings, board meetings, board retreats, and events as needed
• Other duties and special projects as assigned

Minimum Qualifications
• Associate’s degree
• 3+ years successful related work experience
• Commitment to conservation and land protection
• Advanced proficiency with Microsoft Office Suite (especially Excel and Word), and a working knowledge of Adobe Acrobat and QuickBooks Online
• Basic bookkeeping/data entry knowledge
• Proficient typing skills
• Exceptional organizational and multi-tasking skills
• Excellent interpersonal skills including the ability to understand, communicate, and effectively interact with people across cultures
• Ability to work effectively in a collaborative environment, both independently and as a member of a team, recognizing and appreciating each team member for their distinct value, opinions, and contributions
• Superb attention to detail
• A demonstrated commitment to customer service, a positive and constructive view, and the ability to build relationships with people of diverse backgrounds, perspectives, and cultures
• A high level of diplomacy, tact, and optimism with a “can do” orientation.
• A strong work ethic and willingness to assist others
• Proven experience working with databases and/or CRM systems

Preferred Qualifications
• Bachelor’s degree and/or advanced education, training, or experience in business administration, or non-profit administration
• Experience working with CiviCRM or another nonprofit database
• Demonstrated project management experience Other Requirements
• Valid driver’s license
• Physical demands may involve:
   o Lifting materials and equipment – including, but not limited to, office supplies, event supplies, and boxes of swag – up to 25 pounds.

Palmer offers full-time employees excellent benefits including: health, dental, and vision insurance, retirement contribution, short-term and long-term disability, life insurance, parental leave, and generous paid time off and holiday observances. 

How to Apply: The position is open until filled. Early applications are strongly recommended. Applicants should submit
1) a cover letter,
2) resume, and
3) answers to the questions below (all as a single pdf) by e-mail to: with the subject line: Office Coordinator

Please limit responses to no more than 200 words per question:
1. Why are you interested in working for Palmer Land Conservancy?
2. Why does conserving land, water, and agriculture in southern Colorado matter to you?
3. Please describe your experience relevant to the position’s core responsibilities

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