Please view the full position description on our website at https://www.ccrcd.org/opportunities

Position Description:
The Accountant/Office Administrator is responsible for the District’s financial management, administrative operations, human resources, office support, and Board Clerk duties. The role requires a collaborative team member who can work effectively with staff, funders, and county partners in a friendly, professional manner. Because the work is detailed and varied, the employee must be organized, efficient to manage multiple responsibilities, and comfortable with different technology systems. (Examples of our tech systems: Quickbooks, Bill.com, Google Workspace, MS Office, Monday.com, Ro.am, Clicktime, Zoom).

While this position works collaboratively with the Executive Director and staff, the role requires full autonomy in QuickBooks financial management, without day-to-day executive oversight; experience in public-sector or nonprofit environments is strongly preferred. The anticipated hiring timeline allows for training with the current Accountant/Office Administrator for the new hire to become familiar with CCRCD’s systems.

Responsibilities and Duties

Accountant Role (80%)

Fiscal management includes: The employee maintains full responsibility for District financial records, including accounting, payroll processing, invoicing (with staff), and accounts receivable/payables.

Bi-Weekly

• Process bi-weekly payroll through Intuit QuickBooks
• Submit payroll tax payments.
• Submit other payroll related payments
• Maintain PTO balance

Monthly

• Perform bank reconciliations
• Prepare accounts payables for approval and once bills are approved, process payment (using Bill.com)
• Process employee expense reports (Credit Card Use and Personal Reimbursement) following approval by Executive Director and prepare checks for reimbursement to staff, payment of credit cards
• Prepare and edit monthly grant invoices (for grants requiring monthly billing) for review by grant manager(s)

Quarterly

• Prepare quarterly grant invoices as specified in each agreement/contract in Quickbooks, reconciling hours and expenses to Clicktime reports.
• Work with Grant Manager to finalize, prepare, and send final invoices to funders by deadlines
• Provide supporting documentation (receipts, task balance, etc.) for grant submissions, if necessary.
• Receive remittances, apply payments in Quickbooks, and deposit checks using Tri Counties remote check scanner.
• Track remittances and follow up with Grant Manager using Invoice Trackers (both Monday.com & Google Sheets).
• Assist Grant Managers with maintaining project/grant accounting spreadsheets & budgets.
• Prepare quarterly payroll filings (DE/DEC and 941).

Annually

• Assist Executive Director in developing the draft annual budget (May/June) for Board approval.
• Work with the auditor to complete the annual audit.
• Prepare annual payroll filings, including 1099s, W-2’s, 940, and donation gift receipts

Board Clerk Role (10%):

• Prepare monthly financial reports for Board Packet
• Maintain monthly Board Meeting folder for staff to upload materials as they arise.
• Prepare monthly consolidated Board Packet, including agenda items and supporting documents
• Distribute packet in compliance with Brown Act (72 hours before each meeting, 24 hrs for special meetings)
• Post the agenda to the “Posted Agendas” folder on Google Drive.
• Prepare Board meeting minutes for approval at the following meeting.
• Draft Board Resolutions as needed, collect signatures after approval, and maintain permanent records in the Board Resolutions archive.
• Statement of Economic Interests (Form 700) support

Office Manager/Human Resources Role (5%):

• Serve as the primary contact for USBank credit cards; order new cards for employees as needed.
• Download each employee’s USBank credit card statement and upload to Monday.com
• Submit new hire docs to appropriate agencies
• Maintain and update District policies and procedures, referencing CSDA sample policies when appropriate, to improve efficiency and effectiveness.
• Liaise with building management, IT service provider, office equipment vendors, liability insurance providers, and worker’s compensation
• Oversee the maintenance of fixed assets (such as vehicles)
• Provide ongoing support for HR compliance and workplace safety.
• Records retention and public records requests
• Support Executive Director with coordinating staff meetings and additional meetings as needed

Other duties as needed (5%)

Desired Knowledge, Skills, and Experience

• Interest in the CCRCD’s conservation and stewardship mission
• Accounting experience in the public or nonprofit sectors
• Familiarity with the Brown Act (training can and will be provided)
• Experience working with volunteer voting Board members