NSS Operations Manager

Summary:

The NSS seeks applications for the NSS Operations Manager position at the NSS Headquarters in Huntsville, Alabama. This is a full time position starting in June, with benefits and paid vacations. The NSS Operations Manager is responsible for the overall management of the NSS office, including membership services and the NSS Bookstore. Direct responsibilities include NSS corporate accounting and paying approved NSS bills. The position supervises one full time and two part time employees who provide NSS membership services and operate the NSS Bookstore. Position involves travel to the NSS Convention and regional caving events. The NSS Operations Manager reports to the NSS Operations Vice President (OVP) for overall operation of the office and to the Secretary-Treasurer (S-T) for accounting and fiscal functions.

Management, supervision, and accounting experience, as well as ability to work well with many types of people, and in a busy office setting are required. Experience in retailing, customer service, data base maintenance, advertising and web page development is desirable. Salary offered is in the mid 30s. Applicants should submit a resume by June 1, 2000, to Mike Hood, Operations Vice President, .

Details:

A) The NSS Operations Manager is directly responsible for:

1. Ensuring effective management of the overall operation of the NSS office and NSS Bookstore

  • Using the annual NSS Office operating budget effectively, and ensuring the financially responsible operation of the office and bookstore.
  • Developing systems to effectively handle and respond to all incoming inquiries and requests.
  • Ensuring the highest level of customer and member service is provided by the NSS Office, office staff, the Bookstore and A/V Library.
  • Supervising office employees, promoting high staff morale and motivation, and performing their duties during their temporary absence.
  • Training the NSS office staff, and conducting annual performance reviews.
  • Codifying NSS office policies and processes.

2. Effectively promoting the NSS and its programs, goals, and policies.

  • Ensuring the NSS Office promotes and represents the NSS in a positive manner.
  • Ensuring the NSS staff understands the goals and spirit of the NSS and the NSS office.

3. Performing NSS corporate accounting

  • Paying all NSS bills approved by the appropriate NSS officer and NSS S-T.
  • Maintaining an audit trail for all revenue received and expenses paid.
  • Entering all fiscal transactions in the NSS accounting system.
  • Reconciling NSS accounting & bank records regularly as required by the NSS S-T.
  • Providing a variety of fiscal reports to the NSS S-T and Finance Committee in a timely manner.
  • Assisting the OVP prepare the annual budget for office expenses.
  1. Appraising the NSS OVP and S-T on an on-going basis of issues or concerns that may effect office, bookstore, or Society operations.

4. Other duties as required by the NSS OVP or S-T.

B) The NSS Operations Manager, working with the NSS office staff, is also responsible for:

1. Day to day operation of NSS office and membership services:

  • Providing efficient, courteous and timely service for all requests and inquiries from members, non-members, and external organizations.
  • Maximizing the value of the NSS office to NSS members.
  • Managing the NSS Audio-Visual Library program.
  • Maintaining the physical office facility and equipment using outside services where appropriate.
  • Managing NSS office databases, including defining rules, entering data, writing custom reports, solving problems, maintaining backups.
  • Providing mailing lists for NSS-published periodicals.
  • Serving as the NSS Office Novell Network Administrator.
  • Filing NSS documents appropriately in an effective and timely manner.
  • Ensuring proper upkeep of NSS property and facilities.

2. Day to day fiscal operations:

  • Receiving, posting, reconciling and depositing NSS revenue.
  • Obtaining credit card authorizations.
  • Interfacing and assisting with audits, inventories, tax preparation and other financial services.
  • Soliciting SSNs (IRS form W-9) and distributing IRS form 1099 to individuals when required by IRS[cJ1].

3. Overall operation of the NSS bookstore and related activities.

  • Maintaining appropriate stock for the NSS Bookstore, including developing product range.
  • Writing & placing advertisements for the NSS Bookstore.
  • Establishing distributors for NSS-published books.
  • Publishing the annual NSS Bookstore catalog.
  • Maintaining the NSS Bookstore web site.
  • Effectively responding to orders for NSS Bookstore items in a timely and courteous manner.
  • Operating the NSS bookstore at the NSS convention and other off-site events.
  • Ensuring accurate inventory of NSS Bookstore stock.

[cJ1]1 I still think that this is too detailed, and is covered under the next secton, “Interfacing …..tax preparaton and other financial services” (But if your SSN line is used, it belongs in sectin 2 with fiscal operatons).. We don’t say “repring membership forms when they run low” or “Collect credit card information from customers” “Mow lawn once a week” and so on.