Executive Administrative Assistant

Western Shasta Resource Conservation District - Anderson, CA 96007

Full Time (40 Hours/Week)

 

Salary Range:$20.99/hour-$28.53/hour DOE

The Executive Administrative Assistant (EAA) is a full-time position with the Western Shasta Resource Conservation District (WSRCD). Resource Conservation Districts are non-regulatory state agencies that work to support local conservation efforts on private and public lands. We partner with landowners and managers, government agencies, and stakeholder groups to enhance natural resources by providing education and outreach programs, technical assistance, and project implementation.

We are seeking an EAA to provide administrative support and human resources oversight for the District. Daily responsibilities will include assisting the District Manager and Grant Accountant, conducting HR related tasks, entering data into our financial systems, running reports, and handling information requests. The EAA will also perform clerical duties, such as preparing correspondence, arranging conference calls, scheduling meetings, ordering office supplies and taking notes at meetings. Our ideal candidate can manage a large, diverse workload and knows how to prioritize tasks in a fast-paced environment.

The EAA will assist the Management Staff (District Manager, Chief Financial Officer, and Grant Accountant) in all aspects of the District’s administrative operations. This includes organizing business files, assisting project staff with mailings and mail retrieval from the District Post Office Box, and any other administrative and accounting activities pertaining to the operation of the District. The EAA will work most closely with the District Manager to ensure that all District Administrative Tasks are scheduled and completed in a timely manner. The EAA will oversee all aspects of Human Resources including administering health insurance, retirement benefits, onboarding and offboarding all District Staff, and any other HR related tasks. Additionally, the EAA will directly support the Grant Accountant to make sure all invoices, reports, and other deliverables are addressed promptly. Finally, the EAA will assist with administering all Board Meetings and any administrative requirements related to keeping district business on track.

Responsibilities/Duties include:

District Operations (Assist the District Manager with General Office Management) (10%)

Assist the District Manager with general office management tasks including:

• Handling District correspondence via the general information email and directing incoming calls. 
• Retrieving mail from the District Post Office Box and opening and distributing mail to appropriate staff. 
• Tracking and restocking general office supplies, such as printer paper and ink, pens, pencils, bathroom and cleaning supplies, etc. 
• Managing the District Staff Calendar and coordinating the scheduling of standing meetings including weekly staff meetings, monthly board meetings, and any other meetings as necessary.
• And any other tasks assigned by the District Manager. 

District Human Resources (40%)

Oversee and implement tasks associated with Human Resources including: 

• Completing payroll tasks as appropriate. 
• Maintaining accurate and up-to-date human resource files, records, and documentation.
• Maintaining the integrity and confidentiality of human resource files and records.
• Responsible for all onboarding tasks for new hires including answering frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, new hire orientation etc.; referring more complex questions to appropriate senior-level staff or management.
• Tracking and scheduling Annual Performance Reviews for all staff including sending out reminders to senior staff about upcoming annual reviews, sending out annual performance review paperwork, and completing all associated employee transaction records. 
• Managing all aspects of District benefits and  insurance including conducting communications between the District and external benefits providers and vendors, preparing workers compensation and property liability carrier reporting, overseeing annual benefit enrollment, and any other benefit and insurance related tasks. 
• Conducting periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately. 
• Ensuring adherence to labor laws, regulations, and organizational policies.  
• Responding to records requests and Public Records Requests (PRR).
• Planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• And any other tasks assigned by the District Manager.

District Accounting (Assisting the District Grant Accountant) (40%)

Assist the Grant Accountant with tasks associated with Grant Accounting including:

• Preparing and submitting grant invoices in Quickbooks for reimbursement. 
• Preparing and submitting requests for grant advances, financial status reports, and assisting in the necessary budget amendments to grantors and funding agents as necessary.
• Account Payables and Receivables.
• Compiling vehicle mileage by grant for journal entry support.
• Preparing for annual audits to ensure a smooth and easy auditing process.
• District credit card reconciliation tasks.
• Initiating and processing electronic transfer requests.  
• Grant financial report preparation, when appropriate.
• Maintaining the Project Invoicing Tracker and associated spreadsheets. 
• Creating memos, maintaining and organizing files, photocopy, fax, and collate documents as needed.
• And any other tasks assigned by the Grant Accountant and/or District Manager. 

Board Clerk (10%)

Assist the District Manager with all Board related tasks including:

• Develop Board Agendas and Packets and distribute them to the WSRCD Board of Directors and post meeting agendas and minutes in required locations. 
• Assist with facilitating WSRCD Board Meetings and take minutes. 
• Oversee correspondence with the Board of Directors and ensure compliance with the Brown Act. 
• Oversee all required Board of Director activities including advertising board vacancies, scheduling board meetings, scheduling required board training, and any other duties related to keeping the WSRCD Board of Directors compliant. 
• And any other tasks assigned by the District Manager. 

 

Required Qualifications/Knowledge:

• Associate’s degree with coursework in business, accounting, administration, or other related fields or equivalent experience (at least 2 years working in an office environment).
• Strong background in Human Resources Administration. 
• Ability to work with a variety of people with diverse interests, backgrounds, and communication styles. Able to work independently and as part of a team.
• Experience with basic accounting principles, 10-key, and experience with Quickbooks.
• Knowledge of and proficiency with computer applications such as Microsoft Office Products including Word, Excel, and Teams; Google Suite, Zoom, Doodle, etc.
• Strong written and oral communication skills, including interpersonal networking skills, public speaking, and relationship building.
• Highly organized and motivated self-starter with the ability to prioritize.

 

Desired Skills:

• Experience with special districts and/or organizations with Boards with Brown Act Compliance requirements. 
• Cloud Storage Management Skills.
• Excellent computer skills. 
• Ability to develop effective and comprehensive reports, correspondence and other written materials.
• Able to create/input data on multi-page spreadsheets with various formulas.
• Excellent verbal and written communication skills.
• Experience with Governmental accounting and grants preferred but not required.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 15 pounds at a time.

Job Type: Full Time

Benefits

• 12 Paid Holidays Per Year (New Year’s Day, MLK Day, President’s Day, Memorial Day, 4th of July, Labor Day, Veteran’s Day, Thanksgiving, Friday after Thanksgiving, Christmas Eve, Christmas Day, and 1 Floating Holiday).
• Medical, Dental, and Vision 100% paid by District
• Matching Retirement Plan (CalPers 457)
• 80 Hours of Paid Time Off accrued each year
• 80 Hours of Vacation accrued for first year (increases after 1 year)
• Most benefits start after 30 days of employment

 

Open until filled.

 

How to Apply

To apply: email your cover letter and resume to info@westernshastarcd.org with the subject line “Executive Administrative Assistant”.