Location: Newberry, MI
Organization: Michigan Association of Timbermen
Wages: Salary Commensurate with Experience
Benefits:
Benefits include simple retirement plan with 3% match; vacation time and sick
leave; cell phone stipend; health insurance stipend
Position Overview: The Operations Administrator at the Michigan Association of
Timbermen is a key role responsible for ensuring the smooth operation of the organization.
This position involves management of financial and corporate records, membership
services, and event planning. The Operations Administrator will support the Executive
Director by coordinating various office functions and membership processes, as well as
organizing events and conferences.
This role is essential for maintaining operational efficiency, delivering exceptional member
support, and executing successful events that align with the organization’s mission. This
role ensures the efficient operation of the office and provides vital support to the Executive Director and the Board of Directors.
Key Responsibilities:
1. Financial and Corporate Records Management:
o Organize and maintain all financial and corporate records for the Michigan
Association of Timbermen (MAT), a 501(c)6, and for MAT’s 501(c)3
educational division, MITREE.
o Coordinate and/or prepare various reports, resolutions, legal documents, tax
forms, and other essential paperwork.
2. Bookkeeping Functions:
o Prepare and process checks and deposits.
o Manage accounts payable and accounts receivable, ensuring timely
payment and collection
o Process bills and invoices, maintain accurate financial records and ensuring
all accounts are current.
3. Administrative Duties:
o Maintain inventory of office supplies and related expendables.
o Manage delivery arrangements and stay informed about postal and courier
services.
o Assist with employee insurance benefit programs, including health, life,
disability, and retirement plans.
4. Membership Management:
o Prepare and mail annual dues invoices, manage follow-up mailings, and
update member information in the system.
o Oversee the processing of new member applications and provide
membership statistics and reports as needed.
o Support the Executive Director with annual membership recruitment and
renewal campaigns.
5. Conference and Seminar Support:
o Oversee the processing of conference registrations, maintain accurate
registration records, and prepare delegate materials.
o Manage administrative aspects of seminars, including handling registrations,
confirmations, certificates, badges, and other materials.
6. Customer Service and Communication:
o Provide exceptional customer service through phone, fax, mail, and email.
o Assist with various membership service activities and effectively respond to
inquiries.
7. Committee and Board Activities:
o Attend committee and board meetings, take minutes if necessary, and
distribute documents.
o Assist with special projects as assigned by Executive Director, including their
development, administration, and promotion.
8. Office Assistance:
o Attend weekly staff meetings and daily staff calls, contribute to to-do lists
and agendas, and complete weekly time sheets.
o Provide backup support as needed and be familiar with Executive Director
functions to cover in their absence.
Qualifications:
• Previous experience in office management or a similar role.
• Knowledge of accounting, bookkeeping, and financial statements. Experience with
Quickbooks Online preferred.
• Strong organizational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office and basic customer management information
systems (Microsoft Access and Microsoft Excel, as well as Google Sheets and
DropBox).
• Ability to maintain confidentiality and work effectively with diverse individuals.
• Resourceful, patient, and adaptable.
Relationships:
• Reports to the Executive Director (if available) or Board of Directors.
• Regular communication with directors and board members regarding
responsibilities and updates.
Working Conditions:
• Standard working hours with occasional attendance at meetings and special events
outside regular hours, including some overnight trips (approximately 10 days per
year).
• Use of personal vehicle for travel may be required, with mileage and other travel
expenses reimbursed.
• Some heavy lifting (up to 40 pounds) may be required
