Photo: Bill Banaszewski

Employment Opportunity: Director of Administration

The Finger Lakes Land Trust (FLLT) is a nonprofit organization founded in 1989 to protect those lands that define the character of the Finger Lakes region of upstate New York. To date, the Land Trust has conserved more than 24,000 acres of the region’s shoreline, wetlands, forests, farmland, and gorges. This has been accomplished through the establishment of nature preserves that are open to the public for quiet recreation, the use of conservation easements (voluntary agreements on private lands), and the provision of technical assistance and educational programs to local governments, landowners, and the public.

Position Summary:

Reporting to the Executive Director, the Director of Administration provides financial and administrative leadership for the organization through oversight of the fiscal operations of the organization as well as personnel administration and the day-to-day management of the organization’s offices and associated rental operations.

Responsibilities:

Staff Supervision:  supervise the full-time administrative assistant and the part-time bookkeeper.

Budget:  lead the annual budget process by working closely with the Executive Director and Directors of FLLT departments to compile comprehensive operating budget. Work with staff to manage adherence to the budget and to track actual performance versus budget during the year.

Financial Reporting: prepare accurate and timely financial reports for the Executive Director, the Finance Committee, and the Board of Directors on both a quarterly and an annual basis.  Prepare financial statements for board meetings, the annual report, grant reports, and, as needed, prepare financial projections for year-end.  Work with Development and Protection staff to provide assistance in grant processing and payment requests.  Serve as the staff liaison to the Board of Directors’ Finance committee.

Accounting:  together with the part-time bookkeeper, process all accounts payable and accounts receivable and track all income.  Under guidance of Executive Director and Treasurer, manage FLLT investments and loans.

Financial Audit and 990 Preparation:  serve as the primary contact with external auditors, working to ensure that the organization meets all requirements and provides all information necessary to complete yearly financial audit in a timely manner. Facilitate auditor review of supporting financial records, and other items as needed. Ensure that proper internal controls are in place. Once audit has been completed, assist in finalization of the Form 990.

Insurance & Risk Management: Manage annual insurance coverage and work with Director of Stewardship and other staff to identify and reduce risk exposure for FLLT.

Vendors, Leases and Contracts: negotiate service contracts with support from the Land Trust’s counsel; assist staff with maintaining adherence to terms and conditions with all vendors, leases, and contracts; maintain contract records and provide background information on contractual obligations as needed.  Manage office equipment contracts, including copier/printer/scanner/fax, telephone system, and mail machine.  Maintain all fixed assets records.

Human Resources:  Serve as FLLT’s primary resource for personnel management issues.  Coordinate annual performance review and goal setting process.  Work with supervisors to implement recruitment and hiring policies and procedures.  Run payroll and retirement contribution program, including data changes, and salary adjustments. On at least an annual basis, research and analyze options for group health insurance and present recommendations to Executive Director and process changes. Oversee Workers compensation, Disability/FMLA, and Unemployment insurance claims.  Process employment paperwork for incoming and outgoing staff.  Complete periodic review of personnel policies and update as needed.

Building Management:  Oversee day-to-day management of the headquarters building and grounds with support from the property management firm.  Collect rent from residential tenants.  In collaboration with property manager, issue new and renewal leases for tenants as needed.  Solicit bids, engage contractors, and oversee maintenance and repair work.  Facilitate required inspections of sprinkler system, fire department, and city building department as needed.

General Management:  Participate in five-member management team to oversee and coordinate operations and programs of FLLT.  Team includes Executive Director, Director of Development & Communications, Director of Conservation, Director of Stewardship, and Director of Administration.

Qualifications:

  • Minimum of three years of experience in accounting;
  • Must possess excellent computer skills and a high level of proficiency in QuickBooks and Microsoft Excel;
  • Relevant experience in the field of human resources;
  • Ability to balance multiple priorities and requests from across the organization;
  • Excellent written and verbal communication skills;
  • Detail-oriented & highly organized;
  • Ability to work independently, while also operating as part of a team;
  • Bachelor’s degree in accounting, finance, or a related field.

This full-time position is located in the FLLT’s primary office in Ithaca, New York.  The salary will be based on qualifications.  FLLT offers a competitive benefits package including health care and retirement.

To Apply:  By e-mail, please send cover letter, resume and three references to info@fllt.org with “Director of Administration” in the subject line; or by mail to Director of Administration, Finger Lakes Land Trust, 202 East Court Street, Ithaca, NY 14850.  Applications will be accepted until the position is filled.  Additional information about the Finger Lakes Land Trust may be found at www.fllt.org.

The Finger Lakes Land Trust is an equal opportunity employer.