Job description

JOB DESCRIPTION - Administrative Manager

Tribal EcoRestoration Alliance - Lake County, CA

A Fiscally Sponsored Project of the Occidental Arts & Ecology Center

tribalecorestoration.org

JOB TITLE: Administrative Manager

REPORTS TO: Executive Director

JOB TYPE: Non-exempt

SUPERVISES: None

LOCATION: This position is based in Upper Lake, CA in Lake County. Occasional remote work possible.

BENEFITS: 401k, health insurance reimbursement, on the job training, holidays, paid time off, sick leave. $60,000 - $70,000 depending on experience.

ORGANIZATIONAL VISION

The Tribal EcoRestoration Alliance (TERA) is a cross-cultural, multi-organizational collaborative that works to revitalize ecology, economy, and culture through indigenous-led stewardship.

The mission of TERA, founded in 2019, is to cultivate land stewardship, livelihood, and leadership skills that weave collaborative relationships between Tribal members and the community at large for the benefit of all lands and beings. Our program goals include:

• Strengthen ties to land and culture
• Connect tribal members with meaningful livelihoods and culturally relevant work in their ancestral territories
• Regenerate local ecology of the North Coast Ranges, and improve resilience to fire
• Build capacity for native voices to play a central role in land stewardship

TERA is a young organization in a dynamic growth phase, and building a team of professionals who are deeply committed to TERA’s vision. TERA is a fiscally sponsored project of the 501c3 nonprofit Occidental Arts & Ecology Center (OAEC), who provides administrative support for the project as fiscal sponsor.

POSITION SUMMARY

The Administrative Manager is an intuitive and emotionally intelligent leader, highly skilled with managing people, and experienced in both setting up and overseeing management of human and financial resources. The Admin Manager will help TERA to build systems and processes that provide a solid foundation for its growth.

Financial Responsibilities include managing our financial transition to an independent 501(c)3, then subsequently managing our general ledger, accounts receivable, accounts payable and payroll. The Administrative Manager leads audit schedule and tax return preparation and serves as primary contact for annual financial audits. The position is responsible for financial reporting to staff, Board of Managers, and grant funders and assists the Executive Director and program managers with preparation of the annual budget.

The Administrative Manager provides leadership in human resource management. This involves developing and implementing HR policies, managing our Human Resources Information System (HRIS), tracking employee records, providing mentorship and coaching around compliance and performance, as well as oversee other HR-related infrastructure. In addition, the Administrative Manager will manage payroll processing with the third-party payroll vendor, oversee employee benefit enrollment and annual benefit renewals, and execute the required tax filings and reports.

DUTIES AND RESPONSIBILITIES:

1) Leadership: Provide collaborative and supportive financial management to the managers of TERA’s programs and partnerships, ensuring the success of the programs and responsible compliance with their contractual requirements.

2) Human Resource Management: Maintain accurate personnel records and provide support to all employees regarding employment and benefit issues.

• Maintain personnel files including application and resume files, leave records, and benefit plan records within HRIS
• Providing coaching to staff, as well as communicate and clarify new and existing policies to help mitigate compliance issues
• Support supervisors by managing performance review schedules and structure, developing performance improvement plans, as well as assisting with compliance issues with direct reports
• Develop new HR policy as needed and acquire Advisory Board approval;
• Perform quarterly checks for all staff.
• Oversee process of employee bi-weekly time sheets with the third-party payroll vendor ADP
• Organize and coordinate annual open enrollment and benefit plan renewals.
• Work with E.D. to develop job descriptions, and then manage the recruitment and interviewing of new staff
• Manage onboarding of newly hired employees into the system and orient them to organizational policies, practices and procedures, as well as the offboarding of exiting employees
• Manage onboarding for contractors, trainees, interns, or temporary employees
• Assist with scheduling job-specific training with supervisors
• Assist employees with employment, leave, and benefit plan questions.
• Prepare periodic benefit reports and notify insurance carriers of additions, deletions and changes to plan participant lists.
• Develop and implement new policies and procedures as required.
• Other HR duties as assigned by the Executive Director.

3) Financial Management: Manage our financial transition to an independent 501(c)3, provide accurate and timely financial recordkeeping and reporting in compliance with generally accepted accounting principles (GAAP). Stay current with all Federal and State regulations regarding grants administration and audit requirements. Prepare and maintain all the schedules and reports required to ensure that all financial audits and tax filings are well-prepared, accurate, and on-time.

• Maintain accounts receivable and payables, cash receipts, payroll, general ledger and related subsidiary ledgers, financial reports and tax filings following TERA policies and procedures.
• Prepare entries to the general ledger and various subsidiary ledgers. Reconcile with source documents and transactions to ensure accuracy and resolve any discrepancies.
• Review and reconcile all accounts monthly.
• Track daily cash balances and maintain a cash flow forecast to ensure adequate funds are available to meet operating requirements.
• Prepare monthly financial statements for management and the Board of Managers.
• Assist the Executive Director and the Treasurer of the Board of Directors in developing reports to the Board of Directors.
• Prepare quarterly and annual tax reports for various State and Federal agencies.
• Prepare quarterly and annual reports for various State and Federal grant awards and prepare annual report to set indirect cost rate.
• Prepare annual budget, monitor and research monthly and quarterly variances and provide explanations and coordinate plans of correction.
• Prepare schedules and coordinate the annual financial audits and provide financial data for program audits.
• Monitor Federal and State program expenditures and ensure compliance with OMB Circular A-110 Uniform Administrative Requirements and OMB Circular A-122 Cost Principles and provide on-going staff education around these same requirements and principles.
• Develop and implement practices to oversee grant expenditures at sub-award partner organizations and ensure compliance with Federal and State regulations.
• Check all new vendors against Federal and State excluded parties listings. Perform quarterly checks for all active vendors.
• Assist with grant development and provide financial data for new grant proposals.
• Develop and implement new financial policies and procedures as required to maintain adequate internal controls.
• Other financial accounting duties as assigned by the Executive Director.

PROFESSIONAL QUALIFICATIONS:

Minimum Qualifications:

• Degree in Accounting, Business, Finance, or a related field OR relevant work experience.
• 3-5 years experience in nonprofit management or an equivalent combination of education, training, and experience.
• Familiar with generally accepted accounting principles and non-profit accounting.
• Familiar with labor and personnel laws and practices.
• Proficiency with QuickBooks, preferably a certified user or eligible for certification.
• Proficiency and flexibility with office technology including PC’s, smartphones, digital camera, conference calls, Microsoft office suite and web-based applications.
• Patient, personable and approachable. Able to work with diverse people, build and maintain strong working relationships with both internal and external partners.
• Highly self-motivated with the ability to work independently.
• Able to develop and follow a prioritized plan of work, set and keep deadlines and work on multiple projects concurrently.
• Ability to exercise good judgment and be responsive to time sensitive organizational priorities and competing demands.
• Strong communication skills with the ability to listen well, and write and speak effectively.
• Collaborative leadership; able to contribute to a high functioning team environment.
• Ability to manage and disseminate information accurately and effectively.

Preferred Qualifications:

• Native American Preference Applies: Preference given to qualified Native Americans pursuant to the Indian Self Determination and Education Act, public Law 93-638.

READY TO APPLY? Please send your resume and cover letter via email with the subject line “Admin Manager” to jobs AT tribalecorestoration DOT org _and
use the following naming conventions for your files:
“LastName, FirstName_AdminManagerApp_FileType(Resume or CoverLetter)”_

_Position open until filled. Applications reviewed on a rolling basis.
For more information: _jobs AT tribalecorestoration DOT org.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Paid time off
• Professional development assistance
• Relocation assistance

Schedule:

• 5x8
• Monday to Friday

Work Location: Hybrid remote in Upper Lake, CA 95485

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