Summary of Position:
The Administrative Associate supports the Land Trust’s conservation mission by helping to ensure that the Land Trust maintains high standards for documentation and compliance required for public funding and land trust accreditation. The Associate is part of an internal team that that works closely with program managers to maintain, monitor and improve the record-keeping processes developed by the Land Trust. The Associate ensures landowners receive required information regarding their conservation easement and treats our landowners as valued land stewards. The Associate plays an important role in ensuring the database for easements (Landscape) has current and comprehensive easement information for use by program staff and volunteers.
Diversity, Equity, Inclusion, and Justice (DEIJ)
All employees of the Minnesota Land Trust are expected to embrace the ideals of our DEIJ plan and incorporate our DEIJ goals into their ongoing work. All employees should be familiar with the current DEIJ plan.
Duties and Responsibilities:
Public grant support and compliance: 50%
The Associate assists with public grant compliance.
- Ensure executed subcontracts are filed correctly in a timely manner and ensure completeness of all required elements, (e.g., signed contract, bids, selection memos, final deliverable, etc.) in grant subcontract folders.
- Work with Grant Accountant to collect supporting documentation for Stewardship Contribution requests.
- Maintain a schedule of internal auditing of active grants to ensure compliance with funder’s requirements for documentation and record-keeping and follow up with program staff to create the missing documentation including selection memos.
- Assist the Grant Accountant with invoice documentation for grant reimbursements.
- Assist with the annual DNR grant audit, as requested.
- Provide support and/or training staff for documentation requirements for public grants.
Conservation easement administration – 30%
The Associate assists with routine correspondence and record-keeping connected to new conservation easements.
- Send landowner engagement packet: coordinate with Protection and Legal staff to secure all items needed for landowner engagement packet, notify appropriate staff when signed documents have been returned to Land Trust, and file completed documents.
- Send conservation easement option packet: send option check and required documentation to landowners, notify appropriate staff when signed documents have been returned to Land Trust, and file completed documents.
- Post-closing landowner correspondence: following an easement closing, prepare and send thank you letter, and other final documents to landowner(s) and file documents.
- Assist with annual 8283 IRS letters: work with Legal staff to generate letters to eligible easement owners, mail to landowners and scan and file documents.
- Work with program and legal staff to file documents within 60 days after an easement project closes and clean up all other active project folders. Filing will be completed in accordance with the Land Trust’s records policy and procedures; and includes both hardcopy and electronic records.
- Send new landowner information and publicity permission document to Development and Communication staff.
- Work with program staff to regularly clean out and file documents for inactive protection projects in accordance with Land Trust records policy and procedures.
Conservation Easement record-keeping support: 10%
The Associate supports the record-keeping requirements of the Stewardship department.
- As requested, digitalize archived easement records and file appropriately in Landscape.
- Respond to record requests from stewardship staff.
General Operations Support: 10%
- Provide backup when the Office Coordinator is out of office, including mail and deposit processes.
- Provide general operations support as requested.
Preferred Skills and Experience:
- Associate degree and/or two years experience with information science, data management, record-keeping, OR a similar combination of education and experience.
- A demonstrated commitment to data integrity and record-keeping.
- Highly attentive to details, organized, and self-directed.
- Ability to “manage up” to keep processes moving.
- Experience and proficiency with Microsoft Office Suite and data/information management systems.
- Professional demeanor and excellent communication.
- Ability to work with a wide variety of individuals, including staff and external stakeholder.
- An interest in land conservation is preferred.
Physical Demands:
- Office duties to be performed at a desk and at a computer.
- Ability to carry up to 10 pounds.
Supervisor: Conservation Information Systems Manager
Classification: Full-time, Hourly; non-exempt
Location: St. Paul, MN. Hybrid work schedules may be considered.
Compensation: $48,000-53,000 annual, 100% employer-paid medical, 3 weeks of PTO.
To Apply:
Please email a cover letter and resume saved as a single PDF to apply@mnland.org. Application deadline: November 4, 2024
Minnesota Land Trust is an Equal Opportunity Employer. The Company will not discriminate because of race, color, creed, religion, national origin, genetic information, sex, disability, age, or any other status protected by state or local law, for employees who fall within the jurisdiction of such law.