The Conservation Coordinator, Contracts and Record Management provides essential administrative and compliance support for the Land Trust. Primary responsibilities in public grant support and compliance include managing subcontract documentation, conducting internal grant audits, and ensuring adherence to land trust standards. The role also supports conservation easement administration through post-closing communications and record-keeping. They provide general administrative backup support as needed.
Company Values
All employees of the Minnesota Land Trust are expected to embrace the ideals of our company values and incorporate our values into their ongoing work. All employees should be familiar with the current values statement.
Duties and Responsibilities
Public grant support and compliance – 40%
- Ensure executed subcontracts are filed correctly in a timely manner and ensure completeness of all required elements, (e.g., signed contract, bids, selection memos, certified payroll records, final deliverables, etc.) in grant subcontract folders.
- Prepare documentation for Stewardship Contribution requests in coordination with the Grant Accountant.
- Monitor grant compliance activity through scheduled internal audits and partner with program staff to maintain complete documentation and records per funder requirements.
- Maintain and process Prevailing Wage documentation in coordination with Restoration Department and the Public Grants Manager.
- Compile audit materials and respond to documentation requests during the annual DNR grant audit.
Contract administration – 30%
- Prepare and execute subcontracts for routine appraisals and surveys, using templates and grant documents to ensure accuracy and completeness before sending to vendors via DocuSign.
- Verify funding availability for all subcontracts by reviewing grant budget reports to confirm sufficient remaining funds before contract execution.
- Coordinate biannual RFP process for habitat management plan contractors, ensuring compliance with public grant guidelines and bid process requirements for conservation easement projects.
- Process and code vendor invoices by applying required accounting codes and submitting documentation to Finance for timely payment.
Conservation easement administration – 25%
- Coordinate post-closing documentation by preparing and distributing thank you letters, baseline reports, Habitat Management Plans, and other final documents to landowners following easement closings, and maintaining organized files of all completed documents.
- Administer option packet process by distributing option checks and required documentation to landowners, tracking and notifying appropriate staff of signed document returns, and filing all completed paperwork according to established procedures.
- Coordinate the follow-up for inquiries from prospective landowners by forwarding the webform to Program Managers and/or responding directly to interested landowners.
- Maintain organized hardcopy and electronic project folders according to Land Trust records policy and procedures in coordination with CIS manager, program and legal staff.
- Prepare and distribute annual IRS 8283 letters by coordinating with Legal staff to generate letters, mailing to eligible easement owners, and scanning and filing all documentation.
- Identify inactive protection projects with program staff input, purge outdated documentation, and organize remaining files according to Land Trust records policy and procedures.
General Coordination Support – 5%
- Other duties as assigned.
Qualifications
Education, Experience, Licenses/Certifications
Associate degree and three (3) years’ experience with information science, data management, record-keeping; OR, equivalent combination of education, training, and experience.
Knowledge
- Grant compliance requirements
- Conservation easement processes, preferred
- Records management principles and organizational policies
- Contract preparation and administration procedures
- GIS Mapping
- MS Office Suite
Skills
- Strong attention to detail and accuracy in documentation
- Advanced organizational and file management
- Advanced written communication
- Advanced verbal communication
- Data/information management and data entry proficiency
- Document preparation and formatting
- Time management
- Prioritization of multiple deadlines
- Computer proficiency
- Problem solving to address documentation discrepancies
- Critical thinking
Abilities
- Self-directed and professional demeanor
- Work independently and in collaboration with staff across functions
- Interpret and apply regulations, policies, and grant requirements accurately
- Maintain strict confidentiality of sensitive financial and legal information
- Coordinate effectively with diverse stakeholders including staff, landowners, and external partners
- Communicate complex regulatory and procedural information clearly to various audiences
- Manage up and across to keep processes moving forward
- Commitment to data integrity and record-keeping
- Work effectively with a wide variety of individuals, including staff and external stakeholders
Physical Demands
- Prolonged periods of sitting and computer work for documentation, data entry, and correspondence
- Frequent use of office equipment including computers, printers, scanners, and filing systems
- Fine motor skills for detailed document preparation, filing, and mail processing
- Visual acuity for reviewing detailed legal documents, contracts, and financial records
- Manual dexterity for document scanning, copying, and organizational tasks
Mental Demands
- High level of sustained concentration for managing compliance documentation and regulatory requirements
- Strong memory and recall capabilities for various procedures, policies, and regulatory requirements
- Mental flexibility to adapt to changing regulations and organizational procedures
Salary Range: $55,000 – $62,000 annually
To Apply
Please email your cover letter and resume combined as a single PDF to apply@mnland.org by September 14, 2025.
The Minnesota Land Trust is committed to providing reasonable accommodation for qualified individuals with disabilities to ensure equal opportunity in the performance of essential job functions, and access to benefits and privileges of employment. If you require a reasonable accommodation to perform the essential functions of the position, please make a request to your supervisor.
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.