Operations and Communications Manager

26 Aug, 2020


Operations and Communications Manager

Champlain Area Trails
Westport, NY

Summary of Responsibilities: The Operations and Communications Manager coordinates the smooth and efficient functioning of CATS’ daily operations, manages the financial records, handles human resources activities, organizes office technology needs, oversees communications, facilitates outreach to the public including the organized hikes and outdoor education activities, assists with fundraising and grant administration, and ensures compliance with Land Trust Accreditation Commission standards and practices. H/she is supervised by the Executive Director. This position is for an average of 35 hours per week.

Operations and Finances

  • Manages financial records including bookkeeping, using Quickbooks to track income and expenses at multiple levels (organizational, program, project), makes deposits, pays bills, runs payroll, and serves as liaison with Board Treasurer and CPA for whom he/she will provide information for annual “review”
  • Helps create, manage, and track organizational and program budgets, working with staff to anticipate funding needs
  • Provides clear and concise oral and written financial reports including monthly reconciliation, bi-monthly board reporting, and program and grant reporting
  • Provides financial management for CATS grants and contracts, working with staff to track and record expenditures and invoices, fulfill reporting requirements, manage contractor billing and payment, and monitor compliance
  • Coordinates submission of IRS-990 form, CHAR registration, annual registrations for soliciting funds in various states, and financial documents to government agencies
  • Manages human resources and staff benefits programs
  • Oversees office and technological needs
  • Manages recording, distribution, and filing of minutes for board and committee meetings
  • Handles incoming and outgoing mail
  • Coordinates compliance with Land Trust Standards and Practices and coordinates renewal of accreditation with the Land Trust Accreditation Commission

Communications and Outreach

  • Coordinates drafting, completing, and sending email communications using Constant Contact
  • Manages segmented email lists for targeted email marketing campaigns
  • Updates and maintains website and coordinates improvements with CATS website developer
  • Coordinates communications on Facebook, Instagram, and other social media sites
  • Writes press releases and sends to media contacts
  • Maintains organization “press book” of articles written about CATS
  • Coordinates design, printing, and distribution of Annual Report
  • Writes copy for appeals, advertisements, brochures
  • Coordinates design and print activities, including appeal packages, posters, advertisements, etc.
  • Coordinates updates, printing, and distribution of CATS Trail Map
  • Assists with event planning of organized hikes, outdoor education programs, hiking challenges, and participation in events such as festivals and farmers markets
  • Promotes CATS outreach activities
  • Arranges speaking engagements for staff and volunteers

 Fundraising and Grants

  • Assists Development Director with maintenance of CATS donor and prospect database including addresses, phone numbers, email, and giving history
  • Assists Development Director with printing and mailing of fundraising materials
  • Assists with event planning and implementation including participant registration and payments
  • Tracks deliverable dates and budgets for successful grants
  • Updates required NY State Grants Gateway information and SAM registrations yearly


  • Math, bookkeeping and organizational skills including experience working with Quickbooks
  • Computer skills including Word, Excel, Adobe, and internet research
  • Detail-oriented
  • Written and verbal communication skills; journalism/press/media experience a plus
  • Experience managing membership, donor, and/or volunteer databases
  • Able to keep information confidential
  • Able to work independently
  • Initiative, sense of humor, flexibility, open to new ideas
  • Experience working with a non-profit organization
  • Conservation ethic and strong commitment to the mission of CATS


  • Salary: Commensurate with experience and CATS budget capacity
  • Health insurance will be available for this position
  • Vacation and sick days as noted in CATS Personnel Policy

How to Apply:

Please email your resume and cover letter via email to cmaron@champlainareatrails.com or via mail to PO Box 193, Westport, NY 12993

Job posted: 2020-08-26