Accountant/Office Manager

position description:
The Accountant/Office Administrator is responsible for the District’s financial management, administrative operations,
human resources, office support, and Board Clerk duties. The role requires a collaborative team member who can work
effectively with staff, funders, and county partners in a friendly, professional manner. Because the work is detailed and
varied, the employee must be organized, efficient to manage multiple responsibilities, and comfortable with different
technology systems. (Examples of our tech systems: Quickbooks, Bill.com, Google Workspace, MS Office, Monday.com,
Ro.am, Clicktime, Zoom).
While this position works collaboratively with the Executive Director and staff, the role requires full autonomy in
QuickBooks financial management, without day-to-day executive oversight; experience in public-sector or nonprofit
environments is strongly preferred. The anticipated hiring timeline allows for training with the current Accountant/Office
Administrator for the new hire to become familiar with CCRCD’s systems.
Contra Costa Resource jobshiringnearme.org District (CCRCD), is a Special District formed under Division 9 of the California Public
Resources Code and governed by a five-member Board of Directors

Responsibilities and Duties
Accountant Role (80%)
Fiscal management includes: The employee maintains full responsibility for District financial records, including
accounting, payroll processing, invoicing (with staff), and accounts receivable/payables.
Bi-Weekly
● Process bi-weekly payroll through Intuit QuickBooks
● Submit payroll tax payments.
● Submit other payroll related payments
● Maintain PTO balance
Monthly
● Perform bank reconciliations
● Prepare accounts payables for approval and once bills are approved, process payment (using Bill.com)
● Process employee expense reports (Credit Card Use and Personal Reimbursement) following approval by
Executive Director and prepare checks for reimbursement to staff, payment of credit cards
● Prepare and edit monthly grant invoices (for grants requiring monthly billing) for review by grant manager(s)

Quarterly
● Prepare quarterly grant invoices as specified in each agreement/contract in Quickbooks, reconciling hours and
expenses to Clicktime reports.
● Work with Grant Manager to finalize, prepare, and send final invoices to funders by deadlines
● Provide supporting documentation (receipts, task balance, etc.) for grant submissions, if necessary.
● Receive remittances, apply payments in Quickbooks, and deposit checks using Tri Counties remote check
scanner.
● Track remittances and follow up with Grant Manager using Invoice Trackers (both Monday.com & Google Sheets).
● Assist Grant Managers with maintaining project/grant accounting spreadsheets & budgets.
● Prepare quarterly payroll filings (DE/DEC and 941).
Annually
● Assist Executive Director in developing the draft annual budget (May/June) for Board approval.
● Work with the auditor to complete the annual audit.
● Prepare annual payroll filings, including 1099s, W-2’s, 940, and donation gift receipts

Board Clerk Role (10%):
● Prepare monthly financial reports for Board Packet
● Maintain monthly Board Meeting folder for staff to upload materials as they arise.
● Prepare monthly consolidated Board Packet, including agenda items and supporting documents
● Distribute packet in compliance with Brown Act (72 hours before each meeting, 24 hrs for special meetings)
● Post the agenda to the “Posted Agendas” folder on Google Drive.
● Prepare Board meeting minutes for approval at the following meeting.
● Draft Board Resolutions as needed, collect signatures after approval, and maintain permanent records in the
Board Resolutions archive.
● Statement of Economic Interests (Form 700) support

Office Manager/Human Resources Role (5%):
● Serve as the primary contact for USBank credit cards; order new cards for employees as needed.
● Download each employee’s USBank credit card statement and upload to Monday.com
● Submit new hire docs to appropriate agencies
● Maintain and update District policies and procedures, referencing CSDA sample policies when appropriate, to
improve efficiency and effectiveness.
● Liaise with building management, IT service provider, office equipment vendors, liability insurance providers, and
worker’s compensation
● Oversee the maintenance of fixed assets (such as vehicles)
● Provide ongoing support for HR compliance and workplace safety.
● Records retention and public records requests
● Support Executive Director with coordinating staff meetings and additional meetings as needed