Accounting and Administration Specialist

Employer: Napa County Resource Conservation District
Work Location: Napa, California
Status: Full-Time, Exempt (0.8 to 1.0 FTE)
Annual Salary Range: $72,000 – $86,760 (dependent on experience)

Organizational Background and Mission

Napa County Resource Conservation District (Napa RCD) was established in 1945 as a special district of the State of California to help farmers and ranchers in Napa County tackle erosion and other problems on their land. A lot has changed over the past 79 years, and so have we. Today, we help our community achieve shared goals like climate resiliency, water security, thriving ecosystems, and environmental literacy. We do this by providing technical assistance, environmental monitoring, education, collaboration, and funding assistance on issues ranging from fisheries to forest health, soil management, water conservation and quality, and more. Napa RCD has a team of thirteen conservation scientists, outreach, and administrative professionals, and is co-located with the county field office of the USDA Natural Resources Conservation Service (NRCS). Our Board of Directors is composed of seven individuals. Napa RCD’s $6.8M annual operating budget is mostly grant and contract funded.

Learn more about us here: http://naparcd.org/.

Position Summary

The Accounting and Administration Specialist collaborates closely with the administrative team (Finance Manager, Executive Director, Program Directors and Managers) to support the management of Napa RCD’s accounting operations, including accounts payable and receivable, general ledger, budgeting, auditing, payroll, and financial reporting in accordance with GAAP for government agencies and internal policies and procedures. Beyond these core accounting tasks, this role also supports general office management, human resources, and Board of Directors processes. 

This position will report to the Finance Manager, a position that is currently in the process of being filled. In the interim, it will report to the Executive Director. Training will be provided throughout the first year to ensure a smooth transition and comprehensive understanding of the position.

The Accounting and Administration Specialist position is a 32 to 40 hour per week role  (% FTE to be determined by selected candidate) that requires onsite presence. We offer a flexible 9/80 schedule option, upon request, and are open to discussing the possibility of partially remote work in the future.

Responsibilities

Accounting and Finance

• Support the management and reconciliation of bank accounts and preparation of deposits, wire transfers, and internal billings. 
• Support accounts payable, including credit card account management, vendor and sub-contractor contracting and payments, employee reimbursements, journal entries and 1099s.
• Support accounts receivable, including working with project managers on monthly/quarterly invoicing and reconciliation, ensuring all expenses and staff time have been entered, and preparing deposits to the County treasury.
• Support the preparation of financial reports, forecasts, and information requests for internal and external audiences (e.g., Board meetings, liability insurance renewal questionnaire, annual report).
• Support development of grant proposal budgets and pre- and post-award grant and contract administration (e.g., proposal guidelines, budgets, standard forms and certifications and financial reports).
• Support the development and monitoring of the annual operating budget.
• Support yearly financial audits and various forms and reports submitted to the County, State, and other entities as well as requests for public records.
• Support the development, monitoring, and evaluation of finance-related policies, procedures, and processes that enhance organizational effectiveness and impose an appropriate level of control over all financial activities.

Office Management and Other

• Support the preparation and distribution of Board meeting materials, attend meetings, and prepare meeting minutes.
• Maintain the organization’s shared calendar, and schedule and coordinate meetings, including weekly staff meetings.
• File and organize hard copy and electronic documents.
• Assist with liability and risk management, including being the point of contact for liability insurance and workers compensation.
• Serve as point of contact with landlord for office lease-related issues.
• Serve as point of contact for telephone, internet, and photocopier services.
• Track, order, maintain, and/or manage office supplies, equipment, and storage facility.
• Support HR-related tasks including maintaining personnel files, hiring, and onboarding staff, changes to employment status, and employee benefits.
• Support the maintenance and updates to policies and procedures as needed and make recommendations for improvements as appropriate.
• Field general inquiries about the organization and forward them as appropriate.
• Sort and distribute the mail.
• Support public outreach efforts as needed, including the logistics and management of events and workshops.
• Complete other duties as assigned.

Qualifications

• A minimum of two (2) years of accounting experience. 
• Excellent financial management, coordination, budgeting, administration, personal organization, and time management skills.
• Highly proficient in common accounting software and MS Office with advanced Excel skills. Ability to learn new software quickly and effectively.
• Strong written and oral communication skills, and ability to communicate complex information effectively.
• Must exhibit strong initiative, a high level of integrity and sound judgment, while working with minimum supervision.
• Comfort and willingness to work with diverse opinions and perspectives in a highly-collaborative, team-oriented work environment.
• Passionate about the conservation of natural resources.
• Willingness to embrace values of diversity, equity and inclusion.
• Knowledge of government grant administration preferred.
   

Work Environment

Work is performed in an indoor setting including: a professional office environment that includes operation of standard office equipment such as computers, phones, copiers, calculators, and filing cabinets. 

Physical Requirements

Work in the office requires frequently remaining in a stationary position, operating a computer and other standard office equipment, conversing by telephone and in person, and near and far visual acuity for expansive reading, computer operation, and editing of documents. Driving required for local travel.

Napa RCD believes in creating a more equitable playing field for applicants and values the depth of relevant skills built through successful education, work, and life experiences. If your background and skills are a close match for this position, you are strongly encouraged to apply.

Napa RCD is committed to further building and maintaining a staff that reflects the full range of communities we serve and is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Napa RCD encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship or immigration status, disability, veteran status, record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color, lesbian, gay, bisexual, queer, transgender and gender-diverse people, women, people with abilities in multiple languages, immigrants, people living with disabilities, protected veterans, and formerly incarcerated individuals and individuals living with HIV are all encouraged to apply.

Compensation and Benefits

Position Title: Accounting and Administration Specialist
Status: Full-Time, Exempt (0.8 to 1.0 FTE). This at-will position is fully funded for one year, and continued employment is contingent on additional funding. Continued funding is expected.
Reports to: Finance Manager
Salary Range: $72,000 – $86,760 annually commensurate with applicable experience and professional qualifications.
Benefits: Napa RCD’s full-time employees receive paid holiday, sick, and vacation leave, CalPERS retirement benefits, employer-paid health, dental, life, and long-term disability insurance plans, cell phone stipend, and access to a voluntary deferred compensation program.