Finance and Administrative Specialist

$50,000 - $60,000/Yr

The Maine Land Trust Network - Topsham, ME

Full-time - Entry Level

Hybrid - Topsham, ME

About the position

The Finance and Administrative Specialist at the Hancock County Planning Commission (HCPC) plays a crucial role in supporting the financial and operational functions of the organization. This position is designed to enhance the planning capacity of HCPC, which provides regional planning services to thirty-seven towns in Hancock County, Maine. The ideal candidate will be motivated, collaborative, and possess strong strategic thinking, communication, writing, and organizational skills. The role involves a variety of responsibilities, including financial management, administrative support, and communication with municipalities.

Responsibilities

• Receiving and disbursing all HCPC funds, issuing purchase orders, payroll, preparing bills, and requisitions.
• Supporting budget planning and preparation, and ongoing tracking, review, and research of issues/discrepancies.
• Assisting in administrative needs related to tax document filing.
• Supervising the maintenance of clerical records such as supplies, agency mailing lists, and filing of administrative office records.
• Supervising the maintenance, acquisition, and status of project and contractor contracts.
• Ensuring the smooth running of the office building through prompt contacts with cleaning personnel and service technicians.
• Assisting in drafting and dispersing regular communications with municipalities.
• Maintaining and updating the organization's website.
• Supervising the acquisition, maintenance, and management of office machines, computers, and software.
• Attending executive board and full commission meetings, preparing meeting agendas, keeping records, and preparing draft minutes for review.
• Assisting in scheduling conferences, meetings, and completing travel arrangements.
• Assisting in reviewing completed works for municipal and state contracts.
• Assisting in drafting and reviewing Standard Operating Procedures and other organizational policies.
• Undertaking other tasks necessary for the smooth functioning of the office.

Requirements

• Knowledge of basic financial principles, including accounting, budgeting, payroll, and bookkeeping.
• Familiarity with office management practices, including records management, procurement, and contract administration.
• Understanding of communications best practices, including drafting correspondence and managing public outreach.
• Knowledge of newsletter and contact list maintenance, including communications systems for drafting and distributing newsletters.
• Knowledge of website maintenance, including content management systems for updating organizational websites.
• Experience with administrative procedures related to tax document filing and compliance.
• Familiarity with procurement and maintenance of office equipment, software, and supplies.
• Knowledge of project management principles, particularly in tracking timelines, deliverables, and budgets.
• Proficiency in financial software and office applications, including Microsoft Office Suite.

Nice-to-haves

• Non-profit accounting experience preferred but not essential.
• Experience with Google Suite and Microsoft Office.
• Strong organizational skills and attention to detail.

Benefits

• Hybrid work options with some regular in-person duties.