Pennsylvania Budget and Office Manager

: The Chesapeake Bay Foundation seeks a Pennsylvania Budget and Office Manager in the EPR Department to be based at our Pennsylvania office located in Harrisburg, PA.

THE CHESAPEAKE BAY FOUNDATION

Established in 1966, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home through education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act's impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay. CBF has a staff of approximately 230 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary. CBF's headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world's first U.S. Green Build Council's LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world's most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia. CBF has an annual budget of approximately $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org. DEPARTMENT DESCRIPTION Environmental Protection and Restoration CBF's Environmental Protection and Restoration department defends and restores the Chesapeake Bay by protecting the Bay's natural resources from pollution and other harmful activities by fighting for strong and effective laws and regulations; restoring the Bay's essential habitats and filtering mechanisms; and involving citizens in CBF's environmental efforts by recruiting, training, and incorporating them as effective partners and leaders. CONTEXT OF THE POSITION The Pennsylvania Budget and Office Manager provides proactive, efficient, and comprehensive budget and administrative management for the CBF Pennsylvania office. This position requires an understanding of and professional experience in program financial planning and management, contract and permitting processes, and general office administrative support functions. The Budget and Office Manager is a critical role for CBF and the Pennsylvania office achieving its mission. Essential functions include:

• Financial, Contractual, and Agreement Management

• With the assistance of state office senior staff, prepare and administer the annual state office budget, monitor/track expenditures, facilitate coding of invoices and expense reports, analyze variances, and initiate necessary corrections.
• Prepare and manage state office requests for proposals, contracts, landowner agreements, and memorandums of understanding with appropriate internal and external parties.
• Facilitate procurement of equipment, support services, and financial oversight of contracts and agreements.
• Prepare and disseminate budget reports to senior staff as requested including but not limited to forecasting reports, budget priorities, and budget development.
• Act as liaison to the EPR Dept Budget and Operations team, including communicating relevant budget information with other Financial managers.
• Work closely with the Making History Campaign Team to develop budgets for the Voices and K10 (10 Million Trees) Campaigns.
• Manage monthly corporate credit card reports, collecting receipts throughout the month, coding expenses, submitting and approving reports.

• State Grants Management

• In coordination with state office and headquarters staff, provide general analyst support, including assisting in the preparation of proposals, information management, and other grant/program support as necessary.
• Prepare routine program/grant budget updates, scheduling and completing expenditures and invoices, analyzing variances, and initiating corrections as needed.
• Facilitate preparation and submittal of reports to appropriate state office and headquarters staff on Federal, State, and Private Grants as necessary.

• Administrative Support

• Assist with the creation, review/edit, and distribution of internal and external communications, materials, reports, etc.
• Maintain databases, files, and archives for the state office.
• Maintain familiarity with CBF's and the Departments Standard Operating Procedures and administer office standards and procedures.

• Coordinate the logistical planning, scheduling, and execution of internal and external state office and field staff meetings, restoration and legislative events, and team retreats.
• Support office staff, volunteers, and interns/fellows by assisting with arranging orientations and trainings.
• Support state office and field staff on scheduling travel arrangements, equipment rentals & purchasing, maintaining/ordering office supplies, and other general assistance.
• Act as the Pennsylvania Office point of contact for IT and equipment vendors, property owners, service, and maintenance providers.
• Act as a liaison to other CBF offices, departments, and headquarters, including but not limited to EPR Operations and Budget team, voluntary steering committees, and the Making History Campaign team.

• Assist with the processing of HR paperwork and payroll changes at the direction of the Pennsylvania Executive Director.

• Other Responsibilities

• Maintain good relationships organization wide, facilitating intra-office communication and problem solving wherever possible.

PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS Bachelor's degree in business, finance, or other related discipline with no less than three years of relevant financial and grants management, administrative management, or a combination of education and experience from which comparable knowledge and skills are acquired. Good understanding of non-profit business operations and federal/state grant and contract funding mechanisms. Strong planning, administrative, organizational, personnel and budget management skills. Ability to deal effectively with and represent the Pennsylvania State Office to a wide range of state and federal agencies, subgrantees, affiliated organizations financial institutions, decision-makers, members, vendors, consultants, and the general public. Tactful basic negotiating skills a plus. Candidates must be proficient in Microsoft Office including Microsoft Word and Excel and be willing to learn and incorporate new software and applications as needed to increase work efficiency. Exceptional communication and interpersonal skills with willingness to work both independently and collaboratively are important. PROBLEM SOLVING: Prioritize assignments given by Pennsylvania Executive Director, senior state office staff, and other department staff. Improve efficiency of office procedures and systems. Inform state executive director and senior staff of pressing priorities. Troubleshoot problems with office equipment and facilities. Handle routine inquiries from high-level contacts, CBF members, and the public. Ensure adequate office supplies. Promote an atmosphere of teamwork among staff members. A team player with a creative mind and ability to conceive and implement improvements. ACCOUNTABILITY: Responsible for prompt and accurate completion of daily assignments. Multiple and concurrent tasks are often associated with deadlines. Function independently, but actions taken are interpretive of policies and procedures established by others. Ensures that office staff promptly supply information needed to produce reports, correspondence, and other documents. Assists in the development, tracking, and forecasting of the office budget and program budgets, financial responsibility limited to ordering office supplies and publications, payment of bills/invoices, tracking expenditures, facilitating contractual agreement processes, and calling for maintenance/repair services. Salary Range: $58,000 - $63,000 To apply, please send resume and cover letter through job posting on CBF website. This position will be open until filled. CBF offers a 36-hour work week, a flexible telework policy, a comprehensive benefits package to include: 20 vacation days, 10 sick days, 2 floating holidays, health, vision, dental, life insurance, and a 403(b) retirement plan with matching contribution. WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share. To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:

• Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
• Strengthen and broaden the diversity of our partnerships;
• Celebrate and value the diversity of staff; and
• Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet every qualification listed in a . Wondering whether you have the right credentials or background to apply? We value lived experience, are serious about embracing diversity, and are committed to building a team that represents our communities' backgrounds. We encourage BIPOC, women, people from the LGBTQ+ community, and people with disabilities to apply. CBF is proud to be an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. XJ6