Office Administrator

Portland Trails

Are you highly organized and a wizard with data? Do you want to contribute to a more walkable, bikeable and people-centered community? Are good people and a healthy and balanced workplace a priority for you in a work environment? We are looking for a Office Administrator to join our hardworking and fun-filled team. Portland Trails is a community of people that has been transforming Greater Portland for the past 27 years into a healthier community for people-powered transportation, conservation and recreation by creating and maintaining a network of trails that connect people with places and each other.

Purposes of the position:

  1. To serve as the hub of support and information for the organization, its team, and its operations by maintaining office systems and assisting staff with implementation of their work.
  2. To support the fundraising and membership activities of Portland Trails.


Essential Functions:

-Manages (GiftWorks) donor and volunteer database.

-Produces fundraising letters for current and potential donor campaigns.

-Manages membership campaigns, coordinates annual appeal campaign operations and executes all bulk mailings.

-Collaborates on fundraising projects and events by processing tickets, payments and registration.

-Creates and tracks invoices. Processes all incoming gifts and payments. Assures all gifts receive acknowledgments.

-Makes regular bank deposits.  Reconciles all financial tracking systems. Assists staff with tracking of expenses.

-Processes sales of promotional items and handles map distribution in the community.

-Provides general administrative support for the office including procuring office supplies, answering phones and responding to general email inquiries.

-Organizes office operations and procedures including preparing payroll; controlling correspondence; and designing organizational systems.

-Handles all administrative details associated with the Board of Trustees meetings.  Gathers information for, prepares, and distributes notices, agendas, and meeting minutes.


Additional Functions:

-Participates in monthly staff meetings and bi-monthly board meetings.

-Stays current with Membership and Development trends in Maine.

-Serves as active member of the Development Committee.

-Assists with proofing and editing of written materials.

-Assists Executive Director with various projects and tasks, as assigned.


Qualifications: (e.g., education, training, experience, licenses and skills)

-Highly organized, creative and self-motivated

-Strong attention to detail, demonstrating accuracy and thoroughness

-Good written and verbal communication skills

-Excellent interpersonal skills

-A passion for the Portland Trails mission

-Available for some evening and weekend activities

-Associate degree or minimum of 2 years equivalent experience

-Knowledge and understanding of fundraising

-Solid computer skills including a working knowledge of the Microsoft Office Suite, Google tools and fundraising software (we use GiftWorks)

-A spreadsheet and data wizard


Physical Requirements: 

-Lifting and carrying 25 lbs.

-Must be able to work in an office environment.


Additional Job Information:

Portland Trails offers a friendly work environment and an opportunity to make a contribution to your community. Position is full time with paid holidays and vacation time, retirement benefits and a health stipend. Pay DOE but is in the range of $37K/yr. Candidates should submit a resume and cover letter by October 20 to: Kara Wooldrik, info @
Administrative/Clerical, Development/Fundraising, IT/Database Management, Program/Project Management
Range of $37K