Administrative Manager

Compensation:​ $26 – $34.00 per hour commensurate with experience

Job Type:​  Non-exempt, full-time

Location: SBWCN Wildlife Care Facility – Goleta, CA

Reports to:​  Executive Director

Work authorization: United States (Required)

Santa Barbara Wildlife Care Network (SBWCN) is a leading nonprofit in Santa Barbara County dedicated to the rescue, rehabilitation, and release of orphaned, injured, sick, and oiled wildlife. We are looking for an outgoing, positive, and detail-oriented person who wants to join a team of professionals responsible for maintaining and enhancing relationships with employees, donors, community members, and volunteers along with securing financial resources in support of the mission of the organization.

Essential Duties

The administrative assistant is a full and vital member of the administrative team and therefore works closely with the Executive Director, Partnership Director, Accounting professionals, Treasurer, and all other members of the leadership team.

General

• Maintain electronic and physical filing systems.
• Ordering of supplies as needed
• Serve as point of contact for general inquiries
• Answering the SBWCN HELPline as needed
• Receiving, opening, sorting, and distributing mail
• Organize, prioritize, and coordinate multiple projects with the ability to meet deadlines
• Draft, edit, and distribute correspondence, reports, and other documents, ensuring the accuracy of finished work
• Maintain complete and accurate records (minutes, correspondence, and reports) and ensure all Development information is appropriately organized and filed
• Communicate clearly and effectively
• Ensure timely progress on projects for the Executive Director, Partnership Director, Accounting, and Treasurer with reminders, deadlines and other important dates
• Anticipate administrative needs and proactively resolve issues.
• Other duties as assigned

Accounting and Payroll

• Manage deposits and accounts payable weekly
• Work with Treasurer to Manage monthly, quarterly, and annual close processes, including journal entries, account reconciliations, and financial reporting
• Oversee general ledger maintenance, chart of accounts administration, and preparation of financial statements.
• Perform account analyses, budget-to-actual reporting, and financial variance analyses on a monthly and quarterly basis for development and corporate divisions.
• Ensure compliance with GAAP, organizational policies, and regulatory funding guidelines.
• Oversee accounting for grants and restricted funds, including compliance and reporting requirements
• Maintain financial records and all grant funding agreement documentation.
• Coordinate and support annual audits, tax preparation, Form 1099 reporting, and compliance reviews.
• Assist with cash management, forecasting, payroll, accounts payable, accounts receivable, and treasury functions as needed.
• Maintain financial systems, internal controls, and accounting policies, while supporting process improvements and operational efficiencies.
• Reviewing monthly internal financial reports
• Recordkeeping for grants use of restricted funds and tracking restricted and unrestricted funds in general
• Maintaining fixed asset register and depreciation schedule
• Assist in Management of donor database (Bloomerang) and maintain up-to-date donor records
• Perform monthly reconciliations between donor CRM (Bloomerang) and Quickbooks
• Process donor solicitations – daily individual donor gifts and acknowledgements (receipts and thank you letters)
• Assisting with year-end audit
• Process requests for reimbursement, payment, and journal entries
• Lead Payroll Processing
• Manage semi-monthly payroll, including timesheet review, discrepancy resolution, and coordination with staff and supervisors.
• Stay current with payroll best practices by attending relevant trainings and workshops
• Other duties as assigned

Environment:

While performing the duties of this job at SBWCN the employee will be exposed to different odors, noise, temperatures, various chemicals, and hazardous materials (such as petroleum based products). Exposure to zoonotic disease is possible whenever working near and with wildlife.

Must have a positive attitude, be willing to adapt to new situations and changing case loads, and possess an ongoing curiosity for learning new skills.  Must display good judgment, discretion, and application of common sense.

Ability to work occasional evenings and weekends

Skills and Qualifications:

Bachelor’s degree and a minimum of one (1) year of experience supporting an executive; or one (1) year working in development or philanthropy for a non-profit organization; or three (3) years working in an administrative role, preferably in an office environment supporting non profit organizations

Ability to read, write, comprehend, and apply detailed protocols.

Ability to maintain confidentiality

Possesses strong administrative, organizational, and office management skills

Possesses excellent written and verbal communication skills

Ability to draft, edit, and proofread documents

Ability to relate positively to donors, staff, volunteers, and the public with grace, professionalism, and efficiency

Ability to coordinate projects and demonstrate initiative, proactively solving or escalating problems using good judgment and without close supervision

Ability to perform tasks accurately and in a timely manner with close attention to detail.

Effectively communicate information on both an individual basis and group situations and have excellent interpersonal skills for interactions with volunteers, other employees, governing agencies, outside members of the public, and other rehabilitation centers.

Degree in accounting or related field; commensurate experience will be considered. Non-profit accounting experience preferred

Two years working experience with Quickbooks Online and Excel

Knowledge of accounting principles: GAAP, nonprofit accounting, compliance requirements and best practices

Strong written and verbal communication skills, detail-oriented

Competent interpersonal, analytical, problem solving, troubleshooting and organizational skills with the ability to handle multiple projects and effectively manage time

Ability to be flexible to meet the needs of various departments

Environmental Conditions: 

ALL SBWCN Employees can be exposed to moving parts, zoonotic diseases, aggressive/feral animals, toxic/caustic chemicals, and radiography equipment.

Ability to lift and move items up to 25lbs.

Must be able to stand and walk for extended periods of time.

Must be able to crouch, crawl, climb, stoop, bend, twist, and kneel.

To apply: Please send 1) cover letter, 2)  resume, and 3) three references to Ariana Katovich (Executive Director) at ariana@sbwcn.org.