Office Administrator

Are you interested in a part-time role supporting one of southern Maine’s most beloved trails? The Eastern Trail Alliance is seeking a part-time Office Administrator.

The Office Administrator provides support for Eastern Trail operations and administration. The Office Administrator develops and implements efficient systems for bookkeeping, office management, and events, along with other duties as assigned. This position supports staff, the Board of Directors, and, at times, donors, partners, and volunteers. This part-time position works closely with and is supervised by the Executive Director.

This is a part-time, hybrid position working approximately 10-20 hours per week, with a flexible schedule based on deadlines and events. Some infrequent night and weekend work is anticipated. Event staffing can involve moving pop-up tents, tables, chairs and some moderate lifting (up to 30 pounds) on an occasional basis. The anticipated hourly rate for this position is approximately $25 per hour, with final compensation depending on experience.

Residency within commuting distance of Biddeford, ME is required. Applicants must be legally authorized to work in the United States. We are unable to sponsor employment visas.

Duties and Responsibilities

Bookkeeping: The Office Administrator works in coordination with the Executive Director and outside accounting agencies to perform bookkeeping for the Eastern Trail Alliance and the Eastern Trail Management District in QuickBooks Online.

• Completes bookkeeping functions including accounts payable, accounts receivable, and banking. Coordinates monthly reconciliations and reports in a timely manner. Follows segregation of duties and accounting principles to coordinate financial record-keeping and reviews with internal and external partners.
• Coordinates biweekly payroll with payroll service.
• Works closely with the entire team to contribute to the preparation of and adherence to the organizations’ annual budgets.
• Keeps records and documentation in accordance with annual audit requirements and supports the annual financial review process with reports and information as needed by the Executive Director, Finance Committee, and external auditors.

Office Management: The Office Administrator manages the day-to-day needs of the Eastern Trail Alliance office.

• Provides professional front desk services including greeting visitors, managing incoming calls and emails, and responding to general inquiries.
• Manages all mail and package operations and supplies.
• Maintains a well-organized office including computers, office equipment, and electronic and paper filing systems.
• Serves as the primary point of contact with building management for maintenance requests and other building-related services.
• Coordinates purchasing by researching, placing orders, and interfacing with vendors for insurance, office supplies, equipment, payroll service, banking, financial audit, IT services, and other operational needs.
• Manages organizational materials such as guides and brochures by coordinating design, production, and distribution and/or sale.
• Coordinates development operations with proper financial controls including processing donations, maintaining the donor database, generating gift acknowledgments, coordinating outreach mailings, and producing reports.

Events: The Office Administrator assists with ETA events such as the Maine Lighthouse Ride and John Andrews Memorial 5K, as well as smaller events and tabling opportunities.

• Coordinates permits and insurance, processes sponsor contributions, and maintains participant records.
• Coordinates the Special Event Permit process when the community requests use of the trail.
• Helps set up, staff, and take down events and coordinates equipment and promotional materials.

Qualifications

• A minimum of five years experience in bookkeeping, administrative support, nonprofits, or a related field
• Nonprofit bookkeeping experience is required
• Proficient with QuickBooks Online (QBO) is required
• Experience with office management and purchasing
• Strong computer and administrative skills with an attention to detail
• Self-motivated and comfortable working independently and as part of a team
• Excellent customer service skill and ability to interface (either written or orally) with a variety of stakeholders and audiences including board members, vendors, accountants, volunteers, as well as the public
• Preferred: DonorPerfect or other donor database experience

The ETA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender identity, age, religion, disability, sexual orientation, veteran status, or marital status.

Organizational Summary

The Eastern Trail Alliance (ETA) is a 501(c)(3) membership-based organization that builds, maintains, and promotes the Eastern Trail, southern Maine’s premier multi-use greenway. Together with the Eastern Trail Management District (ETMD), a semi-municipal organization, the two sister organizations manage the Eastern Trail.

The Eastern Trail is a visionary plan for a long-distance, multi-use trail that will one day extend continuously off-road from South Portland to the Maine-New Hampshire border. Designed to support a wide range of outdoor activity—including walking, birdwatching, cross-country skiing, and cycling—the Eastern Trail serves both recreational and transportation purposes. Today, approximately twenty miles of non-contiguous protected, off-road trail is complete.