We are Hiring

UFA OFFICE MANAGER JOB DESCRIPTION

Summary of Position: The Office Manager is responsible for general office work including
membership correspondence, bookkeeping, filing of paper and electronic records, meeting
preparation, and staff support to the Executive Director. The position is based in Juneau, Alaska.

Salary: Part-time (10-15 hours per week). $27-$33 per hour DOE.

UFA Office Manager responsibilities include but are not limited to:

• Assistance in preparation of correspondence.
• Provide technological and research support for UFA President and UFA Executive Director
  / lobbyist.
• Develop and maintain office information systems.
• Complete timely required filings and maintain records for state and federal agencies.
• Maintain current press, legislative, congressional and agency contact lists for carrying out
  UFA correspondence as needed.
• Prepare annual data tables of community fishery economic and employment statistics for
  publication of community fishing and processing fact sheets and other uses.
• Monthly membership renewal solicitation batch letters.
• Receive membership payments and maintain associated data and accounting systems.
• Reconcile office credit card and monthly bank statement and monitor cash flow.
• Monitor cash flow and membership trends.
• Assist accountant in yearly IRS 990 filing.
• Timely payment of accounts payable.
• Reporting including but not limited to: Gaming & APOC filings, Juneau City and Borough
  property and sales tax, any additional reporting as may be required for grants, etc.
  

To Apply: Applications including resume and cover letter should be emailed to Tracy Welch,
Executive Director, at director@ufa-fish.org (please include Employment Application in the subject
line). Open until filled.

DETAILED DESCRIPTION

The Office Manager reports to the Executive Director or President during the absence of the
Executive Director.

The Office Manager must become familiar with all phases of operations in the UFA office.

Duties include:

Reception: Answer phone, take messages, screen calls for Executive Director, answer
questions, and dispense information to callers when appropriate. Screen email sent to general
UFA address and promptly forward to Executive Director. Maintain confidentiality regarding
information about members and issues of importance to UFA.

General Office:

• Copying, filing, and mailing correspondence and information. Word-processing and
  document formatting with Word and Excel.
• Sort and route incoming correspondence.
• Maintain and office filing system including paper and electronic records, according to
  UFA Document Retention and Destruction policy.
• Order office supplies as needed.
• Maintain office appearance and office equipment including telephones, personal
  computers, copy machine, and fax. Backup data files.
• Maintain the UFA Office Manual, adding instructions for new procedures as the need
  arises.
• Maintain the recurring events tickler system, provide reminders or reports due, and
  track outgoing correspondence that requires a response.

Banking & Bookkeeping: Maintain membership account records in Quickbooks accounting
software. Maintain and balance UFA accounts, including: UFA checking, savings, and gaming
accounts. Prepare and make bank deposits and transfers between accounts.

• Produce financial reports as described in the office operating procedures.
• Submit quarterly financial reports to executive director and president and treasurer.
• Prepare financial reports for UFA Admin committee for semi-annual board meetings.

Tax Reports: Prepare and submit all required federal, state, and municipal corporate/tax
reports; and prepare documentation for the accountant to do the IRS 990 Annual report. File
state corporation biannual reports.

Accounts Payable and Receivable: Review invoices and statements, issue and mail checks to
vendors each month. Receive membership payments and donations by checks and by credit
card payments, and membership data entry in Quickbooks.
Computer Systems: Maintain office computer systems with assistance from UFA’s contracted
IT firm.

Promotional Items: Keep inventory of UFA decals, hats, mugs, t-shirts, pins, banners etc. in
the office. Complete in-office and mail order sales of these items.

Membership: Compile up-to-date records on membership by month, year, area and type.
Keep membership records in Quickbooks. Query Quickbooks, state and, federal fishery
databases to retrieve reports, labels, lists and information regarding permit and IFQ holders.
Keep back-up copies of the UFA membership database updated at all times.

• Send reminder letters, postcards and final letters monthly to members owing dues, as
  indicated by renewal dates.
• Prepare and send out UFA membership packets. Enter payments received into
  Quickbooks.
• Prepare membership reports for board meetings and on request.

Board Meetings:

• Coordinate airline reservations, lodging, meeting rooms, etc.
• Provide secretarial back-up during the meetings as needed.
• Compute expenses incurred and subsequent reimbursement to At-Large Board
  Members.
• Maintain expense records on a yearly basis for submittal on the year-end report.
• Prepare packets for the Board Members including various reports on membership status
  and breakdown, financial reports, and annual budget as appropriate.

Trade Shows:

• Provide pre-event and potentially on-site support at industry trade shows such as
  Comfish and Pacific Marine Expo.

Other Duties:

• As assigned by the Executive Director

Knowledge, Skills, and Abilities

• Strong oral and written communication skills.
• Basic to moderate skills with Microsoft office systems (Word, Excel, Outlook, Internet).
• Basic to intermediate bookkeeping skills and intermediate skill in Quickbooks.
• Ability to maintain a good working relationship with co-workers, board members, and the
  general public.
• Possess good judgment in recognizing scope of authority.