Office Manager

Organization: The Mississippi Forestry Association (MFA) is a not-for-profit association that serves over 3,000 forest landowners, professional foresters, wood suppliers and timber harvesting contractors, forest industry companies, vendors and suppliers, and others interested in Mississippi’s forestry community. In addition, MFA serves as a statewide sponsor for a network of sixty-five county forestry association affiliates in more than seventy counties representing over 10,000 local members.

Position: Office Manager

MFA Management Structure: The Office Manager reports to MFA’s executive director, who is the chief staff officer of the association. All MFA policies and procedures are established by MFA’s Executive Committee and Board of Directors, which are elected by the membership.

Professional Skills and Abilities Required: Applicant should be a highly organized, self-starting, and experienced professional with work experience in office operations, office management, or association management. The ability to productively and cheerfully work with MFA staff and members to accomplish the association’s goals is critical. Work experience in desktop computer operations, Microsoft Windows and Microsoft Suite software, and a small business, corporate, or association environment is a plus. A strong work ethic and the ability to make decisions and plan work activities is a requirement. The ability and willingness to learn from the executive director and coworkers is also a requirement. Strong written and oral communication skills are essential.

General Responsibilities: Under the direction of MFA’s executive director, the Office Manager is responsible for managing and performing MFA’s administrative functions, including office operations, membership management, grant writing and management, and professionally interacting with MFA members.

Salary: Commensurate with qualifications and experience.

Location: This position will report to and be officed in MFA’s office in Jackson, Mississippi.

Benefits: Standard MFA benefits package.

Preferred Education and Experience: A high school graduate with 3-5 years experience in office operations or directly related administrative functions.

Starting Date: Position available. As soon as possible after an offer of employment.

Closing Date: Letters of application and resumes accepted until position is filled.

MFA is an equal opportunity employer. MFA does not discriminate on the basis of race, color, religion, sex, or national origin.

Specific Responsibilities:

1. Office Administration

Answer phone and greet office visitors as MFA’s primary receptionist. Coordinate the purchase of office supplies and open and distribute mail to all staff.

2. Accounting

Work with the financial manager and executive director and follow all MFA accounting policies and procedures for MFA, MFF, MSFPAC, SFI State Implementation Committee, Tree Farm Program, and Professional Logging Manager Program. Prepare invoices and manage accounts receivable in a timely manner.

3. Membership

Prepare and process all MFA, MFF, and SFISIC membership and assessment invoices. Enter member dues payments into membership database, accurately updating the database with both new and renewal membership information and changes in membership information. Answer written and telephone inquires from members. Strive to maintain an accurate and current membership database.

4. Professional Logging Manager Program

Assist MFA’s certification programs coordinator with maintaining the Professional Logging Manager Program database including accepting registrations, payments, and reporting for courses.

5. Insurance Programs

Assist members and potential members with questions pertaining to membership requirements for discounted insurance programs offered through MFA partners. This will include signing up new MFA members and renewing current members, uploading membership lists to the insurance companies, and forwarding policy questions to the correct contacts at MFA’s insurance partners.

6. MFA Annual Meeting

Assist MFA’s finanacial manager with planning and coordinating Annual Meeting, including helping solicit and coordinate exhibitors and sponsors. Enter Annual Meeting registration information, exhibitors, and sponsors into database. In cooperation with other MFA staff members, conduct Annual Meeting at remote locations according to staff work plan.

7. MFA Contacts and Calendar

Maintain accurate committee distribution lists and maintain and update MFA staff activities calendar.

8. MFA Committee Meetings

Assist MFA executive director and staff members in planning and preparing for committee meetings including preparing committee packets as necessary, providing roster correction forms and attendance sheets, preparing programs and nametags as necessary, answering related inquiries from members and non-members, and miscellaneous tasks as assigned.

9. Major Association Events

Create and maintain databases for registration, payment, and reporting. Invoice responsible parties before and after the event. Assist MFA financial manager in preparing event finance reports. Serve on-site as directed by MFA executive director.

10. Grant Writing and Management

Assist with grant writing and management as assigned by MFA executive director.

11. Other duties as assigned

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Relocate:

• Jackson, MS 39211: Relocate before starting work (Required)

Work Location: In person