Temporary Records Assistant

Location:  PEC’s Headquarters in Warrenton, Virginia*

*Most PEC staff are currently working from home due to Covid-19. This position would require initial in-office work with the potential for at-home flexibility after a period of time.

Supervisor: Records Manager

Job Classification: Part Time (20 hrs/week) with a flexible daytime schedule – Temporary (currently 6 months to 1 year) – Non-exempt.


Introduction

The Piedmont Environmental Council (PEC) is a 501(c) (3) non-profit organization that has proudly promoted and protected the natural resources, rural economy, history and beauty of the Virginia Piedmont since 1972. PEC works with residents to weigh in on important land use and policy decisions, conserve land, protect air and water quality, celebrate historic resources, build smart transportation networks, promote sustainable energy choices, restore wildlife habitat and improve people’s access to nature.

Description of Position

PEC is seeking to hire a part time records assistant to assist the current Records Manager in performing administrative and recordkeeping tasks primarily involving real estate transactions and nonprofit corporate governance. This position requires a basic understanding of corporations and non-profit land trust organizations, ability to manage recordkeeping processes, an attention to detail, experience using Google Suite and Microsoft Office productivity software, familiarity with database management software, and ability to work cooperatively with colleagues to achieve organizational mission.

Responsibilities

The records assistant will focus on corporate recordkeeping, land stewardship program needs, and general administrative activities. This position will aide in carrying out routine tasks for a prescribed period of time at the direction of, and in concert with, the current Records Manager to preserve and maintain an established flow of information and documentation of Board activities and action, and land stewardship activities and action. The records assistant will meet with the Records Manager at least once per week to review any current informational needs and receive direction on prioritized tasks.

Areas of Responsibility

Corporate Governance

  • Coordinate staff and Director calendars, and schedule meetings as needed. Be responsible for sending reminders and ensuring the opportunity for adequate attendance and participation.
  • Circulate any meeting materials or follow up correspondence/resources.
  • Attend virtual meetings of the organization’s Board of Directors and some Board Committee meetings.
  • Keep accurate meeting minutes for specified meetings, paying meticulous attention to any action taken by the body.
  • Draft meeting minutes for specified meetings for review, edit as necessary, and produce clean copies for subsequent meetings.
  • Prepare, review, maintain, and file corporate records, including resolutions, minutes, presentations, reports, etc. with direction.
  • Coordinate signatures as necessary
  • Assist in ensuring compliance with PEC’s document retention policy.

Conservation and Land Stewardship

  • Prepare, send, and receive annual pre-monitoring landowner questionnaires.
  • Ensure completion of annual monitoring visits on all PEC-held properties and conservation easements, consistent with PEC/Piedmont Foundation Land Conservation Policies and related procedures and guidelines.
  • Complete public records research on conservation easements, including collecting and reviewing information available from locality land records offices, real assessment records, and applications for building and development permits and related records. File research appropriately.
  • Maintain conservation easement and fee land stewardship files and databases, consistent with PEC recordkeeping policy.

Qualifications

Outstanding candidates will share a commitment to PEC’s mission and will bring the following experience and attributes:

  • Bachelor’s degree, nonprofit management, business administration, law, title work or a related field preferred.
  • Paralegal or Legal Secretary experience a plus
  • Experience working with Boards of Directors is preferred, though not required.
  • Demonstrated strong organizational skills in recordkeeping, filing, scheduling, and other administrative areas.
  • Demonstrated strong communication skills, both written and oral, including ability to write, edit, and proofread written materials.
  • Ability to organize, coordinate and manage diverse activities and deadlines.
  • Accuracy and detail in paperwork.
  • Excellent interpersonal skills and the ability to work well with a diverse constituency.
  • Knowledge and experience with Salesforce or other CRM databases a plus.
  • Knowledge and experience with BoardEffect or other board portal software a plus.
  • Experience with and comfort using Google Suite and Microsoft Office.
  • Experience using digital file storage systems, such as Box, Egnyte, OneDrive a plus.
  • Requires minimal supervision.
  • Adherence to strict confidentialities a must.

Compensation

Salary range of $24 to $26 per hour, depending on qualifications.

How to Apply

Interested applicants should email a cover letter and resume to apply@pecva.org.

The initial deadline for receipt of applications is May 28, 2021. However, applications will be accepted on a rolling basis until the position is filled and interviews will begin immediately.

The Piedmont Environmental Council is an equal opportunity employer. Applications from women and persons of color are encouraged. Resume reviews begin immediately.