MAEF Office Manager Application

MAEF Office Manager Application

Thank you for your interest in joining our team. Below is the job description and application. Please reach out to Ben Brown (BBrown@MAEFonline.com) with any questions.
Job Description and Responsibilities:
The Office Manager acts as an important hub within the MAEF organization, supporting the internal operations of the Foundation, including fiscal, organizational, human resource and other duties as assigned. Essential Job Functions include:

Office Management
·Oversee the daily operations of the facility and ensure a safe, efficient, and well maintained work environment
·Coordinates all office maintenance activities
·Manages vendor relationships
·Oversee facility repairs
·Supports administrative functions
·Coordinates office supplies, equipment, and inventory management
·Serves as the primary point of contact for office-related issues and requests.

Administrative Support
·Assist in updating database.
·Oversee signing and collection of conflict of interest statements annually
·Record Minutes for committee meetings
·Disbursement for invoices to be paid
·Deposits and recording of deposits
·Entering gifts from constituents into database and sending gift acknowledgement and thank you letters to donors
·Creating invoices in QuickBooks Online
·Keep Mobile Lab Contractual Schedule updated throughout the year
·Keep Outreach excel sheet up to date
·Keep track of Ag Literacy books bought and mail out as needed
·Help office staff on projects they need help with
·Keep track of Ag Tag sales
·Take payments as needed by credit card via Clover
·Keep Excel spreadsheet of electronic payments for Executive Director and Accountant
·Keep Excel spreadsheet of MAEF deposits for Executive Director and Accountant

Fiscal:
·Serve as an important link to CPA in accounts payable/receivable workflow
·Work with executive director, accountant and auditor to complete annual audit
·Prepare and process correspondence and registrations

Human Resources:
·Maintain personnel records
·Get W9's from outside vendors for accountant
·Verify employment eligibility for new hires

Other Duties as Assigned:
·Coordinate hospitality for meetings as required
·Assist with events as needed (banquet, golf tournament, workshops)
·Updating records of board/officers
·Data collection and reporting

Knowledge, Skills, and Abilities
Strong attention to detail and problem-solving skills.
Ability to coordinate and track multiple projects simultaneously.
Knowledge of office safety practices and facility operations.
Ability to build positive relationships with staff, vendors, and contractors.
Strong record-keeping skills.

Qualifications:
·An associates degree or higher, bachelors preferred
·Minimum of 3 years of experience in office management, human resources, and/or administrative services
·Agriculture or education background preferred.

Immediate Supervisor: The Office Manager is supervised by MAEF’s Executive Director.

Position Status: Position is part-time at 24 hours per week, located at the William Amoss Agricultural Center, 503 Oakington Road, Havre de Grace, MD 21078. This employee occasionally may be expected to attend off-site events during or outside of normal work hours.
Name

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Email
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Phone Number
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Address

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If you are you planning on relocating for this position? If so please explain, relocation services are not available for this role.
Please upload a copy of your resume and a cover letter explaining your fit for the position.

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By signing this document, I hereby certify that all information contained herein, and all documents and information submitted via my online application materials or via any other form, are true, accurate, and complete to the best of my knowledge. If selected for the position I authorize MAEF to run a background check.
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