We are hiring! A Finance and Operations Manager and a Program Associate:

Finance and Operations Manager

Program Associate

Finance and Operations Manager

his position is semi-remote optional, consider candidates within 3 hours of Nevada City. Requirement for one to two day a month visits to our office in Nevada City. Option to work from Nevada City office.

The Sierra Fund is seeking a Finance and Operations Manager. Reporting to the Executive Director, the Finance and Operations Manager is responsible for leading The Sierra Fund’s (TSF) administration, office management, and human resources. The Finance and Operations Manager leads functions for the organization, to ensure that TSF maintains and improves the administrative and finance systems to support effective program implementation and organizational success.

The Sierra Fund’s mission is to restore ecosystem and community resiliency in the Sierra Nevada. The nonprofit organization has a home office in Nevada City CA and our staff are based both in-office and remotely. Celebrating our 20^th Anniversary, The Sierra Fund has a long track record of success. Our three programs are restoring ecosystem resiliency, supporting environmentally healthy communities, and increasing investment and capacity in the region. Link here for more on the organization

Salary and Benefits: $62,000-$70,000 This is a full-time, exempt position; eligible for health insurance, sick/vacation accrual, paid holidays, and retirement contribution. TSF normal business hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Job Summary: The Director is responsible for managing organizational budgeting and cash flow, financial reporting and compliance, grants administration, organizational accounts, and human resources. They oversee day-to-day administration and data management, manage a contract bookkeeper, contract computer support service, HR consultant, and other vendors as needed. They participate as a member of the leadership team in the development and implementation of organization-wide policies and plans to support the organization’s success.

Summary of Duties:

Location: This position is desired to be based in the Nevada City office, but working remotely would be considered or some mix of in-office/home office.

Finance and Administrative Responsibilities (80%)

Create, manage, and report out on an annual budget, in close coordination with the Executive Director.
Select, manage, coordinate, and support a contract bookkeeper. Provide bookkeeper with financial materials and manage bookkeeper to ensure bills are paid on time and financial systems are accurate and up to date.
Manage reimbursement payments for staff and contractors. Oversee all purchasing activity.
Consistently analyze financial data and present financial reports to the Directors and Board in an accurate and timely manner; clearly communicate monthly, quarterly, and annual financial statements; monitor progress and changes and keep leadership abreast of TSF’s financial status.
Oversee all financial, project/program and grants accounting; manage bookkeeper and ensure that expenditures are consistently aligned with grant and program budgets throughout the grant/funding period and up to date. Lead financial reporting or all grants. Ensure that grant and contract invoicing is submitted within deadlines and that collection schedules are adhered to.
Manage organizational and programmatic cash flow forecasting by working in partnership with the Directors.
Manage organizational bank accounts, issue checks, and lead coordination with financial institutions and account signers.
Prepare and update timesheet guides, benefits, and payroll allocations and manage the bookkeeper to ensure staff are paid on time, benefits are well managed, information is accurate, and organizational activities align with restricted fund commitments.
Lead coordination with an external auditor as determined (currently every other year) providing materials in a timely way.
Review funding proposals and prepare budgets to ensure funding requests are aligned with organizational financial needs and program goals. Manage contracts, timelines, and contract budgets in coordination with staff to ensure contracts are comprehensive and align with financial systems. Track and pay contractors on time. Select and manage contractors hired for administrative or financial projects.
Submit invoices to foundation, state, and federal funding portals according to contract guidelines, interface with program officers for budget changes under the direction of the Program Director.
Participate in organizational planning, budgeting, and strategy.
Manage administrative, HR, financial, and grant data and filing and record-keeping supporting financial and administrative systems.
Manage a donor-advised fund, providing quarterly financial reports and updates, and administering small grant awards.
Manage best practices to ensure checks and balances split among staff for financial internal control systems.
Support and coordinate with the Development Manager and Executive Director in aligning financial records with development records as needed.

Office Management (10%)

Manage the office lease and storage space.
Oversee contracted computer/technical service support. Manage equipment so that staff has a functional, safe, and effective work environment. Track computer software
Support the Development Manager in procuring supplies, so that day-to-day organizational needs is met.
Maintain inventory of all fixed assets, including assets purchased with government funds (computers, etc.), assuring accordance with federal regulations.

Human Resources (8%)

Coordinate with our insurance brokerage. Secure and manage continuous health insurance, retirement benefits, Directors and Officers insurance, and other organizational coverage, so that TSF employees and Board of Directors are covered/protected.
Work with an HR Consultant as needed to ensure compliance with state and federal law(s).
Maintain accurate and up-to-date employee files and records – so that TSF is continuously in compliance with state and federal law(s).
Support the Executive Director and staff to ensure employee reviews and personnel matters are addressed.

Other duties (2%)

Other duties as assigned, such as helping with logistics for Board Meetings.

REQUIREMENTS

Required Education and Experience

3-5 years’ administrative and program management experience, ideally for a nonprofit organization.
Experience managing a bookkeeper or doing bookkeeping
Experience invoicing and contracting
Experience managing government grant financial tracking and reporting.
Excellent leadership in managing budgets, juggling multiple restricted income sources, producing understandable financial reports, and ensuring up-to-date record-keeping and reporting.
Experience with office management or coordinating with an office manager
Experience managing contractors, holding them accountable to plans, timelines and commitment and providing information they need to fulfill contractual goals and duties.
Excellent organizational skills. Demonstrated ability to be on time, and responsive. Highly attentive to detail and committed to high quality work products.
Ability to establish and maintain effective professional relationships and partnerships. Strong interpersonal and communication skills. Ability to work well with remote staff and contractors. Team oriented.
Strong analytical and problem-solving skills.
Ability to work independently and with minimal supervision.
Proficiency with Microsoft Office tools, Google documents, Zoom, and Windows.

Supervisory Responsibility

This position has supervisory responsibilities for the contract Bookkeeper, contract computer service support, and other vendors as needed.

Work Environment

This job operates in a professional office environment and/or your home office. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands; reach with hands and arms; and light lifting up to 35 lbs. is occasionally required.

Travel

Travel is a component of the position. Occasional out-of-the-area and overnight travel is expected.

To Apply: Send a resume and one page cover letter highlighting your qualifications and interest in the position to joan.clayburgh@sierrafund.org. The position will remain open until filled and candidates will be reviewed and potentially interviewed on an ongoing basis.

PROGRAM ASSOCIATE

This position is semi-remote optional, consider candidates within 3 hours of Nevada City. Requirement for one to two day a month visits to our office in Nevada City. Option to work from Nevada City office.

The Sierra Fund is seeking a Program Associate support program grant administration, program coordination and field work/data management activities, The Sierra Fund’s Ecosystem Resiliency Program (ERP) and Environmentally Healthy Communities (EHC) Programs. The Program Associate supports the Program Director with project tracking and deadlines.

The Sierra Fund’s mission is to restore ecosystem and community resiliency in the Sierra Nevada. The nonprofit organization has a home office in Nevada City CA and our six-person staff work in-office and/or remotely. Celebrating our 20^th Anniversary, The Sierra Fund has a long track record of success. Our three programs are restoring ecosystem resiliency, supporting environmentally healthy communities, and increasing investment and capacity in the region. Link here for more on the organization

Salary and Benefits: $55,000-60,000 This is a full-time, exempt position; semi-remote optional, eligible for health insurance, sick/vacation accrual, paid holidays, and retirement contribution. TSF normal business hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Job Summary: The Program Associate is responsible for helping coordinate government, foundation, fee for service and donor-funded work for our programs. The Associate helps the Director manage state and federal grants, supports grant reporting and budget tracking, and coordinates with program staff to meet deliverable deadlines. They also help create a variety of materials and supports outreach to educate the public and key partners about our programs. They support field work by helping with environmental permit applications and collecting and organizing field data from other staff. This position includes responsibility for special event planning, volunteer coordination, and other outreach support on an as-needed basis.

Location: This position is desired to be based in the Nevada City office and working remotely would be considered or some mix of in-office/remote.

Summary of Duties:

Program Grant Administration (55%)

State and Federal Grant management
- Track when reports are due, coordinate staff, gather records
- Create and maintain project tracking spreadsheets, public-drive files, records of deliverables and filing system on shared drive.
- Track grant deliverables and timelines to support staff in fulfillment

Track state/federal foundation grant opportunities – track/scan and organize
State and Federal Grant writing
- Lead writing state/federal grants and coordinate with program staff

State and federal budget development, tracking and reporting
State, Federal, Grant Reporting – Lead program team in creating and reporting on Federal Grants
Support Private Foundation Grant Reporting – complete updates and report sections as assigned by the Development Director

Program Administration and Project Coordination (30%)

Schedule and manage program meetings and other partnership meetings as assigned (such as Technical Advisory Committees), such as agenda development, logistics support, invitations/attendance, and meeting notes
Support program staff to organize tours, meetings, and presentations.
Support program staff developing power points, factsheets, reports, and other written materials
Help write content for webpages, emails, and social media on program activities.
Support the development and distribution of news releases, calendar announcements, and other media outreach
Communicate and coordinate with assigned project partners, landowners, and others with respect to fieldwork, access, protocols, data organization, deliverables, and other project coordination
Support environmental permit applications and coordination.
Organize outreach for program events, such as annual Post It Day. Plan and implement event, including recruitment, event sponsorship, attendance tracking, logistics, and communication.
Enter and maintain records for program staff in TSF’s contact database (CRM) for partner organizations and individuals.
Support social media community media communications strategy to increase public awareness of TSF’s projects and issues.
Help create outreach materials for community engagement such as factsheets, reports, memos, webpages, emails, and social media.

Field Work Support and Data Management Activities (15%)

Organize data collected in the field such as water quality, velocity and water temperature and compile data collected by subcontractors and graduate students into TSF databases on a regular basis, keep up filing systems.
Organize, update, and maintain reference document libraries and resources for field projects, keep up filing systems.
Assist program staff to recruit and manage volunteers for field work, such as collecting waiver forms.
Support packing and organizing field equipment for maintenance, sampling events and field camps.
Maintain inventory of TSF field/science equipment and supplies.
Coordinate equipment sharing with partner organizations
Other duties as assigned (5%)

Required Qualifications

Bachelor’s degree (preferred degrees: Environmental Science, English, Communications or Journalism).
2-3 years professional experience: preferred administrative or office support.
Excellent written and verbal communication skills
Computer proficiency in PC-based system, including Adobe, Google Suite, and Microsoft Office Suite.
Ability to work within proposal and reporting guidelines and achieve objectives by hard deadlines.
Ability to craft letters, memos and others documents with data provided by staff.
Experience inputting and updating data in CRMs or other databases
Ability to track information, compile data, and update tracking systems and records using spreadsheets or other software.
Ability to organize and implement system to compile and get out mass mailings
Ability to take direction and follow through with recurring tasks with minimal supervision
Comfort asking questions and seeking support from their supervisor to complete tasks
Strong interpersonal verbal communication skills and comfort coordinating with staff members
Interest and ability to learn new administrative skills, software, and databases
Strong ability to follow directions and implement established administrative tasks or systems.
Proficiency in speaking, reading, and writing simple English to implement tasks noted above.
Attention to detail and team player

Desired Qualifications

Familiarity and understanding of public lands, waters, and natural resources in the Sierra Nevada
Experience updating computer software
Experience authoring emails and/or creating reports in Word or Excel to communicate progress or challenges to their supervisor on tasks and projects.

Supervisory Responsibility: This position does not have supervisory responsibilities for TSF staff. This position does include supervisory oversight over volunteers for special events.

Work Environment: This job operates in a professional office. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some field work may be requested, such as planting willows/attending field camp – not to exceed four weeks a year.

Physical Demands: The employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Travel: Occasional out-of-the-area and overnight travel is expected.

Other Duties: This job posting is not a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change.

To Apply: Send a resume and cover letter highlighting your qualifications and interest in the position to carrie.monohan@sierrafund.org. The position will remain open until filled and candidates will be reviewed and potentially interviewed on an ongoing basis.

The Sierra Fund is always receptive to receiving resumes and other information for consultants who provide the following services to Sierra-based grassroots organizations:

Watershed Restoration
Watershed Planning
Water Quality Monitoring
Air Quality Monitoring
Engineering Services
Forestry Services and Timber Harvest Plan Review
CEQA and NEPA Services
Legal and Litigation Services
Collaboration and Negotiation
Organizational and Board Development
Marketing and Communications
Fundraising

Please send a letter of interest to info@sierrafund.org

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