Finance & Administration Associate

About San Francisco Baykeeper

Baykeeper defends San Francisco Bay and the health of the watershed from the biggest environmental threats and holds corporate and government polluters accountable. For 35 years, we’ve used science, advocacy, and law to achieve hundreds of legal and policy victories that have reduced industrial pollution, sewage spills, fossil fuel contamination, and toxic pollutants to protect the Bay’s wildlife and community health.

Our team values integrity and respect, including in how we treat our employees. We are committed to continuously building on our collaborative workplace environment, and we support the physical and mental health of our employees, as well as a positive work-life balance. We are a passionate results-oriented staff with an engaged community of donors and volunteers, and we are excited to expand our team with this new position.

The Position

The Finance & Administration Associate supports the Finance & Administration Director and the Executive Director and other departments with accounting, financial reports; organizing board and other meetings; supporting communications and correspondence; maintaining documentation; coordinating office maintenance, supplies, and equipment; entering data; and supporting fundraising and volunteer events. This position provides an opportunity to learn about many aspects of nonprofit finance and administration through support of different departments.

The Associate reports to the Finance and Administration Director with a primary responsibility to support the Finance and Administration Director, as well as the Executive Director.

Essential responsibilities include:

• Finance and accounting support.
  • Review contract bookkeeper’s work in accounts payable and payroll
  • Prepare finance reports, worksheets, and reconcilements
• Executive assistance.
  • Coordinate meetings and events for the Executive Director including Board and staff meetings.
  • Maintain electronic documents and assist with correspondence and expense reimbursements.
  • Take minutes and coordinate governance documents.
  • Maintain Board and Advisory Board rosters and communication.
• Office coordination.
  • Coordinate facility needs including maintenance requests and safety inspections.
  • Facilitate general mail and voicemail as well as supplies, equipment, and travel purchases.
• Human resources coordination.
  • Maintain employee change forms, annual notices and onboarding materials.
  • Assist with benefits enrollments and training schedules to ensure full participation.
  • Support employee recruiting by posting job advertisements and scheduling interviews.
• Organizational support.
  • Support community, fundraising, and volunteer events by assisting on the day of the event.

Required qualifications:

• At least 2 years of experience in accounting or bookkeeping which may include work with accounts payable, accounts receivable, and/or general ledger accounting. Experience should include working with related software and spreadsheets.
• Basic understanding of accrual accounting.
• Attention to detail, a proven ability to stay organized, and an enjoyment of continuous improvement and close collaboration with team members to move projects forward.
• Strong track record of attendance, punctuality, and meeting deadlines.
• Willingness to take on a wide variety of tasks in a small nonprofit environment.
• Demonstrated ability to practice organizational values of passion, integrity, results, and respect.
• Excellent written and verbal communications.
• Authentic passion for Baykeeper’s mission and working with nonprofit organizations.

Preferred qualifications:

• Experience with coordinating multiple projects and communicating with multiple stakeholders in a fast-paced, professional environment; preference for experience in a nonprofit role. Experience may include HR activity, calendars, correspondence, meetings and events, projects, and/or office management.
• Experience using Microsoft Word, Excel, PowerPoint, and Google Business Suite including email, chat, and calendars.
• Experience and proven discretion maintaining confidential information.
• Willingness and ability to travel to and support occasional events around the greater Bay Area, transport event supplies, and work occasional extended hours for events on evenings and weekends.

Work Location (Bay Area, hybrid)

The Finance & Administration Associate is a hybrid work position. The employee must live in the Bay Area and be available to work regularly in the Baykeeper office for facilities, meeting, and other administrative coordination– approximately 1 to 2 times per week, or more as needed. The position may also be required to work after hours to support meetings and travel to events, with an opportunity to flex the schedule or partake in overtime to accommodate obligations after hours. While working remotely, employees must be online and focused on job duties during regular work hours, typically Monday-Friday 9am to 5pm, including availability for messages, phone calls, and online meetings throughout the day. Baykeeper’s office is located in downtown Oakland, convenient to 19th Street BART station and other public transit.

Physical Demands

The physical demands of this position include utilizing computer equipment; communicating online, via phone, and in-person with colleagues and partners; carrying up to 20 pounds of furniture, supplies, equipment, or other items; and access to transportation to attend meetings and events. These demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to participate in the application process or to perform the essential functions.

Equal Employment Opportunity

Baykeeper does not discriminate in employment opportunities and adheres to equal employment laws and best practices. We are committed to an inclusive workplace where we learn and work together to protect the Bay and Bay Area communities through engagement and understanding of all perspectives.