Administrative Assistant

FOOTHILLS TRAIL CONSERVANCY (FTC)

PO Box 3041, Greenville SC 29602

POSITION DESCRIPTION

PositionTitle:

FTC Administrative Assistant

Date:

January 21, 2026

Location:

Remote

Classification:

Contract Position

  GENERAL DESCRIPTION OF POSITION

The FTC Administrative Assistant is a contractor responsible for administrative and logistical tasks needed to facilitate the day-to-day operation of the Conservancy, as well as supporting the Board. 

Work Location: This is largely a remote position. The work can be done from home or other location with sufficient workspace and connectivity. In-person attendance will be required for in-person board meetings (as often as bi-monthly), at the Summer Picnic, and at the Fall Gathering.

Work Hours: The working hours are flexible, with the expectation they can be contacted during normal business hours. The position is not hourly, but the expectation is that it is a part time position taking an average of around 20 hours/week.

SUPERVISION RECEIVED

Reports directly to the FTC Chairman and will take direction from the FTC Officers and Board members. Specific direction on the following subjects will be given by:

o          Financial – FTC Treasurer

o          Membership – FTC Secretary

o          Merchandise – FTC 2nd Vice Chair

o          Events – FTC 1st Vice Chair and Trail Maintenance Coordinator

In addition to performance feedback throughout the year, there will be an annual performance review with feedback from members and officers of the board.

SUPERVISION EXERCISED

No supervision is exercised; however, coordination with others in a professional manner is expected to ensure administrative functions are completed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential duties and responsibilities listed below are those that represent the majority of the time spent working in this position.  Additional related duties and responsibilities may be assigned as necessary.

Financial Responsibilities

QuickBooks:

Accounts Receivable and Payable

·      Import/categorize information for PayPal Transactions to include all membership payments, donations, and merchandise orders.

·      Enter other payments, debit card purchases, and necessary information in a timely manner.

·      Enter all other Account Receivables (vendors, sales, special donations, fundraisers, etc.) through email notifications and reports received from Board Treasurer.

·      Enter report information received from Board Treasurer containing checks received through the mail and electronic deposits made to the TD Bank accounts. 

·      Send Board Treasurer a copy of all invoices by the end of each month. 

·      Communicate with Board Treasurer to ensure bookkeeping is up to date and accurate.

Memberships

·      Update member information, including contact information, customer type, and year upon membership renewals and non-renewals.

·      Process memberships through PayPal/JotForm. 

·      Generate report with member information through QuickBooks

Debit Card

·      Use of the AA issued debit card should be limited to in-person and online purchases (i.e., not used for any recurring subscriptions or services).

·      Send Board Treasurer copies of all debit card receipts by the end of each month.

·      Notify Board Treasurer in advance of all in-person purchases over $200.00.

·      Notify Board Treasurer in advance of all online purchases.

Cash

·      Request approval from Board Treasurer to withdraw cash from TD account 48 hours prior to an event using AA debit card.

·      Turn over all cash received from an event to the Board Treasurer withing 48 hours after the end of the event.

·      Request for cash for events is to be submitted to the Board Treasurer 48 hours prior to the event.

·      Upon approval from the Board Treasurer, cash for an event can be withdrawn using the AA debit card.

Budget and Tax Return

·      Assist Board Treasurer with necessary reports to complete annual tax return.

·      Assist Board with planning the new year budget.

·      Work with the Board to develop a merchandise budget.

·      Keep Board informed of Budget items that are reaching their budget limit.

·      Work with Board Treasurer to ensure that the Budget is followed.

Merchandise Responsibilities

Inventory

·      Keep inventory of merchandise both at home and storage unit.

·      Keep all inventory stored in an orderly manner according to type, size, and color.

·      Work with Board Vice-Chair to design and order new merchandise.

Fulfilling Orders

·      Order and maintain shipping supplies.

·      Maintain a sufficient supply of merchandise at home office to fulfil orders in a timely manner.

·      Process merchandise orders and ship received online and through email.

·      Work with Board Treasurer to fulfill all orders that come in through the PO Box.

·      Communicate with vendors and Board Treasurer to fulfil vendor orders.

·      Invoice vendors/clients for wholesale orders. Keep track of accounts receivable.

·      Process REI orders through their proprietary order fulfillment portal

·      Handle Amazon sales account, including setting up items for sale, keeping account and product information updated, and fulfilling orders received through that account.

Communication Responsibilities

Constant Contact, General Communication & Outreach

·      Set up Constant Contact events, create and send emails.

·      Communicate with members, web sales customers, vendors, and the public as needed through emails, phone calls, and mail.

·      Inform the Board in a weekly report of all communications with vendors and members. Example: Constant Contact was contacted about an event. There were 17 new memberships and 5 renewals. Five orders were shipped.

·      Receive and process emails sent to the info@foothillstrail.org and sales@foothillstrail.org addresses

·      Respond to general questions received through emails, letters, at events, or forward to the appropriate person

·      Communicate with Board members regarding upcoming events and meetings.

·      Attend community outreach events as requested.

·      Maintain FTC documents, member information & volunteer information in an organized and secure manner.  Disclosure of FTC documents and member data to outside parties is prohibited unless approval is obtained by the Board Chair. 

Event Responsibilities

Spring Picnic 

Assist the Board-appointed committee to ensure the following tasks are completed: 

·      Assist Board member in planning as needed, including inventorying supplies.

·      Help with purchasing supplies.

·      Create the event in Constant Contact, monitor registration and payments, and bring registration list to picnic for check in.

·      Be present to help with check-in, product sales, games set up, and whatever else is needed.

·      Keep a sales spreadsheet to record merchandise sold. 

·      Gather merchandise, cash bank, sales spreadsheet, etc. for merchandise sales, registration fees, and donations.

·      Turn over cash received from the event to the Board Treasurer within 48 hours of the end of the event.

Fall Gathering

Assist Board Committee Chairperson in Pre- Event Planning:

·      Gather proposal from three Caterers and research recommendations at least 9 months in advance and send proposals to Board Committee Chairperson and Board Treasurer.

·      Contact Event Rentals for tables and chairs for the event at least 9 months in advance and send invoice to Committee Chairperson and Board Treasurer.

·      Help Committee Chairperson in contacting people to be Guest Speaker

·      Compile a list of local bands and send to Committee Chairperson.

·      Help collect Door Prizes and Auction Items.

·      Contact Awards Chairperson and order award plaques. Send receipts to Board Treasurer.

·      Gather information for hike descriptions and manage registration for each hike.

·      Design and finalize annual Footnotes Newsletter for distribution.

·      Work with Board Treasurer to process all registrations for the event and create a registration spreadsheet.

·      Make signs, sign-up sheets, and any other necessary paperwork for the event.

·      Prepare for silent auction process including gathering items and information, bid sheets, etc.

·      Gather merchandise to stock the store, help with signage, pricing, sales reports, etc. for the store.

·      Prepare a sales spreadsheet to record merchandise sold.

·      Have cash bank for store and silent auction

·      Upon approval from the Board Treasurer, withdraw cash using the AA assigned debit card 48 hours prior to the event.

·      Inventory supplies, store items not sold in an orderly manner, and order what is needed for future sales.

·      Assist with shopping for groceries for the event.

At Fall Gathering Event, assist the Board-appointed committee to ensure the following tasks are completed: 

Set Up

·      Contact all volunteers and review their tasks.

·      Assign volunteers to help set up the different event spaces such as the Children’s area, stage, store, snack and drink area, Geology table, gear swap, FTC information boards, etc.

·      Prepare registration area to include Check-in table, Ballot Box, Sign-in Sheet, Name Tag area, Volunteer Board, etc.

·      Gather materials, and organize, family fun area.

·      Prepare the snack and drink area.

Registration/Check In

·      Coordinate check-in and registration process.

·      Answer questions as members arrive.

·      Track registrations before and during the event.

·      Handle membership sign-ups as well as registrations at the event for those wishing to do so. 

·      Keep a record of all new membership/levels and At-Event registrations.

·      Give all cash and checks received at the time of Check-in to the Treasurer at the end of the day.

Merchandise Sales

·      Place cash in Money Box at Store Booth.

·      Assist sales volunteers with sales when needed.

Auction and Door Prizes

·      Assist in setting up Auction Items, if needed.

·      Monitor Auction area during the bidding to answer any questions bidders may have.

·      Help with collecting payments and distributing auction items, if needed.

·      Assist with handing out door prizes.

Activities

·      Ensure hike lists are correct and distribute to hike leaders.

·      Monitor the Children’s area for needed supplies and any requests that arise.

·      Assist Committee Chair with needs that arise for the store volunteers, band, caterers, speakers, tech support, etc. 

Clean Up

·      Help make sure all volunteers are assigned and are aware of tasks or who to talk to about tasks 

·      Assemble all registration desk materials, electronic devices, etc. and pack away for storage.

·      Be available and ready for any other administrative tasks that arise throughout the weekend. 

·      Turn over cash received from the event to the Board Treasurer within 48 hours of the end of the event

Miscellaneous Responsibilities

Peregrine Awards

·      Receive emails or mailed applications and check for membership status.

·      Enter applicants in spreadsheet.

·      Coordinate with Chairman to maintain supply of pre-signed certificates.

·      Print awards, stamp, add foil sticker, package up award and patch, and ship to recipient.

·      Enter award into QuickBooks.

Board Meetings

·      If requested by Chairman for in-person meeting, order food for meeting, pick up, set up.

·      Prepare QuickBooks and inventory reports as requested by the Board Chairperson. Financial Reports are the responsibility of the Board Treasurer.

·      Distribute reports and agenda to the Board.

·      Send meeting notices and reminders to Board Members with a RSVP request to ensure a quorum. 

Maintenance

·      Assist as needed with communications from the maintenance coordinator about upcoming maintenance events

·      Stay up to date on trail conditions to relay that information to potential hikers in response to their emails

·      Perform any duties to assist the maintenance coordinator, as requested. 

Other

·      Assist in coordinating (non-maintenance) member volunteers.

·      Be available to assist Board members with any FTC related tasks they may have.

·      Contribute ideas for fundraising, process efficiency, outreach, volunteer growth, etc.

MINIMUM QUALIFICATIONS

Education and Experience: 

§  High School Diploma or GED Equivalent supplemented with a preferred minimum of 3 years related experience with administrative duties and customer service.

§  Existing familiarity with the Foothills & related spur trails is strongly preferred.

• Must be able to perform each essential function satisfactorily.

§  Must have a valid driver’s license and pass background screening.

Knowledge, Skills, and Abilities: 

• Must be proficient, or have the ability to be proficient with minimal training, with Quickbooks, Google Workspace, Constant Contact, Zoom, Microsoft Word & Excel, payment systems, email correspondence, and using the internet. 
• Ability to work with Board members, volunteers, visitors, and partners in a constructive, productive, professional, and customer-friendly manner.  Ability to communicate effectively by phone, in-person, text, email and by written correspondence.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

§  This position requires the ability to sit; talk & hear; stand; walk; ability to handle or operate objects, tools, or controls; and reach with hands and arms.

§  Must occasionally lift and/or move 20-50 pounds.

§  Vision requirements include preparing and analyzing written or computer data, using motor vehicle transportation and equipment, and observing general surroundings and activities.

§  While at the storage unit or events or field work, may often be required to stoop, kneel, or crouch. 

The physical demands and work environment described are representative of the position.  Reasonable accommodations may be made to allow individuals with disabilities to perform essential functions.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview(s); background and reference check; job related tests may be required.

REMOVAL GUIDELINES

This document is not intended to and does not constitute a contract of employment.  This position is on an at-will basis under South Carolina laws & regulations which means that either the person or the FTC may terminate the relationship at any time, with or without notice or cause.  Some reasons for removal include, but not limited to, person's inability to attend regularly to work, chronic illness, failure to perform competently on any of the critical tasks of the position, consistent failure to perform competently on regular tasks, failure to support and uphold the FTC's mission, trust and integrity, failure to uphold South Carolina’s ethics law, failure to display due regard for the civil liberties of any person, or requiring atypical amounts of supervisory counseling or remedial training.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The position description is subject to change by the needs requirements of the Foothills Trail Conservancy.

The Foothills Trail Conservancy does not discriminate on the account of race, color, religion, national origin, ancestry, age, sex, sexual orientation, marital status, physical or mental disability or any other legally protected status.