Accounting and Administration Specialist

Employer: Napa County Resource Conservation District

Work Location: Napa, California

Status: Full-Time, Non-Exempt (1.0 FTE)

Annual Salary Range: $72,000 – $86,760 (dependent on experience)

Are you passionate about conservation and eager to help communities protect and restore natural resources? The Napa County Resource Conservation District (Napa RCD) is seeking an Accounting and Administration Specialist to join our expanding team. This position offers a unique opportunity to contribute to impactful conservation efforts in Napa County. If you are detail-oriented, mission-driven, and thrive in a collaborative environment, we would love to hear from you!

Organizational Background and Mission

Napa RCD was established in 1945 as a non-regulatory agency that connects communities and individuals to the technical, financial, and educational resources they need to be excellent stewards of land, water, soil, and other natural resources. Our team consists of administrative professionals and conservation scientists who are skilled at developing, implementing, and monitoring many different types of projects. Learn more: http://naparcd.org/.

Position Summary and Description

The Accounting and Administration Specialist collaborates closely with the administrative team (Finance and Administration Manager, Executive Director, Program Directors and Managers) to support Napa RCD’s accounting operations, office management, and human resources.

Accounting and Finance

• Supports the management and reconciliation of bank accounts and preparation of deposits, wire transfers, and internal billings.
• Supports accounts payable, including credit card account management, vendor and sub-contractor contracting and payments, employee reimbursements, and journal entries.
• Manages 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.
• Supports the preparation of financial reports, forecasts, and information requests for internal and external audiences (e.g., Board meetings, liability insurance renewal questionnaire, annual report).
• Supports 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).
• Supports the development and monitoring of the annual operating budget.
• Supports yearly financial audits and various forms and reports submitted to the County, State, and other entities as well as requests for public records.
• Supports the development and negotiation of a Negotiated Indirect Cost Rate Agreement (NICRA).
• Supports 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.
• Supports the implementation and maintenance of software systems which support finance-related or other administrative activities.

Administrative Support and Office Management

• Greets office visitors upon arrival, addresses questions and requests via phone or email correspondence, and sorts and distributes mail and deliveries.
• Oversees and maintains office equipment, supplies, services, and licenses, including identifying needs and making purchases. Serves as point of contact for telephone, internet, and photocopier services.
• Manages all aspects of space planning for office suites and storage facilities, including moves, additions, and changes to workstations. Serves as point of contact with landlord for office lease-related issues.
• Provides administrative support including scheduling meetings, appointments, and events, booking travel, maintaining hard-copy and electronic file systems, and maintaining shared calendars.
• Assists with liability and risk management, including being the point of contact for liability insurance and workers compensation.
• Supports HR-related tasks including maintaining personnel files, hiring, and onboarding staff, changes to employment status, and employee benefits.
• Supports the maintenance and updates to policies and procedures as needed and makes recommendations for improvements as appropriate.

Required Competencies

The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made upon request and in appropriate circumstances.

• 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 minimal supervision.
• Ability to maintain the highest level of confidentiality.
• 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.

Minimum Required Qualifications

• A minimum of two (2) years of accounting experience.
• Must successfully complete a background check including a credit check and criminal background check.

Work Environment and Physical Requirements

Work hours are generally 8 A.M. to 5 P.M. from Monday through Friday. The Napa RCD office is in Napa, California. Local travel within Napa County may occasionally be required. 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. 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. Office work requires the ability to occasionally lift and/or move up to 25 pounds.

Why Join Napa RCD?

Impact: Contribute directly to the success of vital conservation projects that benefit the environment and local communities.

Growth: Be part of an expanding organization that is focused on increasing its reach and impact.

Culture: Work in a positive, inclusive, and collaborative environment with a team that values your contributions.

Competitive Salary: Salary range is between $72,000 to $86,760 annually, commensurate with applicable experience and professional qualifications.

Excellent Benefits: Napa RCD’s full-time employees receive paid holiday, sick, and vacation leave, CalPERS retirement benefits, fully employer-paid health, dental, life, and long-term disability insurance plans, cell phone stipend, and access to a voluntary deferred compensation program.

Your application should include:

• Resume: Your most recently updated resume.
• Cover letter: This is your opportunity to share why you are interested in and qualified for this position. Share anything that isn’t easily understood from your resume.

Application Deadline: Open until filled. First screening deadline is February 13, 2025.

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.