Title: Administrative Director
Reports to: Chief Executive Officer
Employment Type: Full-time/Exempt
Position Location: Oakland
The California League of Conservation Voters (CLCV), a 501(c)4 organization, is the political arm of California’s environmental community. CLCV is distinguished for its political influence: we support environmental candidates for state public office, work to pass strong environmental legislation, and rate the environmental performance of state legislators and the governor in our annual California Environmental Scorecard. For more information, please visit www.ecovote.org.
CLCV Education Fund, CLCV’s 501(c)3 sister organization, protects California’s natural resources and improves the health of our communities. For more information, please visit www.clcvedfund.org.
CLCV and CLCVEF are looking for a thoughtful and process minded leader committed to efficient and effective system management to support the productivity of staff and the organization. Reporting to the CEO, the Administrative Director is a member of the executive leadership team and is responsible for all aspects of administrative operations, financial management, human resources, and facilities management. The AD ensures that sound fiscal policies and appropriate organizational infrastructure are in place to support the strategic goals of the organization. The AD supervises one bookkeeping staff and manages the work of two external financial consultants. CLCV and CLCVEF works to integrate our values for equity, inclusion, and diversity throughout internal practice and external programs. The AD plays a central leadership role in these efforts.
The Administrative Director will be responsible for achieving the following key results:
- Develop and oversee all aspects of the organizational budget.
- Lead consistent financial reporting for executive team and CEO, and prepare monthly financial reports for the Finance Committee and Executive Committee. Responsible for preparing financial reporting for Board of Directors.
- Lead CLCV team through the annual financial audit and earn a clean opinion.
- Ownership and responsibility for sound management of operations, facilities, IT, and human resources to ensure consistently optimal operating environment.
- Ensure consistent annual performance and professional development review process.
- Support the CEO in the execution of strategic initiatives and special projects.
- Thoughtful participant in CLCV and CLCV EF executive leadership team, supporting sound financial and operational decision making.
- Through policies, establishment of standards, and by example, foster a workplace culture and environment of high performance, learning, teamwork, and cooperation throughout the organization.
Budget and Finance: 60%
- Lead the annual organizational budget process for CLCV and CLCV EF. Prepare and monitor budget performance by generating monthly finance reports, cash projections, and forecasts, in order to inform and drive decisions by the leadership team.
- Directly responsible for all financial transactions and ensure all financial data is accurate and complies with the integrity of the audit process.
- Ensure legal and regulatory compliance, internal controls, and efficient financial procedures.
- Oversee grant management and the timely release-of-restriction processes.
- Generate financial reports for grant applications and grant reporting requirements.
- Working with outside PAC compliance, responsible for compliance with state and federal campaign and tax reporting requirements (PAC accounts).
- Serve as primary liaison with the external auditor and board Audit Committee.
- Ensure compliance with credit card processing industry security standards.
Administration and Operations: 10%
- Regularly evaluate internal systems and procedures for efficiency and effectiveness.
- Ensure that the organization complies with all relevant policies and regulations set forth by the IRS, board, and CEO.
- Oversee risk management and legal activities including letters of agreement, contracts, leases, and other legal documents and agreements. Maintain all corporate legal, insurance, and financial files.
Facilities and Infrastructure: 10%
- The AD is the key internal contact for and is directly responsible for the upkeep and lease management of the Oakland and Los Angeles offices.
- Manage building leases, facility maintenance and repair, security, equipment rental leases/contracts, and insurance policies.
- Interface with property managers and CLCV sub-tenants in Oakland.
- Key project manager for office moves and equipment and supply purchases.
- Ensure everything works including phones, information technology (system and equipment), and building access and operations.
Human Resources: 10%
- Oversee all human resources functions to create and support fair, equitable practices; a healthy, inclusive organizational culture; and a staff team that reflects the vibrant diversity of the state of California including:
- Implementation and maintenance of human resources best practices, policies, and procedures to cultivate and support a culture of high performance.
- Leading administrative aspects of all recruitment, hiring, and onboarding.
- Working with CEO to craft and implement the organization’s strategy for recruiting a workforce that accurately represents the California electorate.
- Supervising payroll and administering all benefit plans, including annual renewals and open enrollment process.
- Facilitation of annual performance review process and maintenance of all personnel records.
- Lead compliance with all labor laws.
Information Technology: 10%
- Responsible for all aspects of information systems management including all hardware, software, and data.
- Manage external vendors to ensure secure and effective IT infrastructure and delivery of IT services across the organization.
- Responsible for IT master plan including software licensing, equipment repair and replacement, and workstation usability.
- Ten years of finance and operational/administrative experience with 5 years in a senior management role and at least 5 years of experience in a nonprofit setting. Experience with both 501(c)3 and 501(c)4 organizations a plus.
- Demonstrated experience in financial planning and analysis and budget development.
- Substantial experience managing human resources and team dynamics and working effectively across difference.
Skills and Knowledge:
- General Management: A thorough understanding of finance, systems, and human resources; broad experience with the full range of business functions and systems including operationalizing strategic plans, budgeting, business analysis, finance, information systems, human resources, and fund development.
- Knowledge and experience diversifying an organization including implementation of proactive recruitment strategies, hiring protocols, and staff education and learning on cultural competencies and skills for sustaining inclusive organizational culture.
- Strong quantitative and analytical skills and knowledge of Generally Accepted Accounting Principles.
- Proficiency in QuickBooks, Microsoft Excel, Word, and Outlook/Office 365.
- Strong knowledge of human resources management legal requirements and performance management techniques.
- Skill and passion for developing strong systems and business processes that improve performance and organizational impact.
- Knowledge of 501(c)3, and 501(c)4 organizations
- Excellent problem-solving skills and organizational skills; detail oriented.
- Personal qualities of integrity and credibility.
- Ability to maintain strict confidentiality.
- Well organized, detail oriented, and flexible and adaptive according to changing priorities.
- Self-reliant, good problem solver, results oriented.
- Emotional intelligence, self-awareness, and strong interpersonal skills.
- Excellent written and verbal communication skills.
- Enthusiasm for CLCV and CLCV EF mission and our environmental justice values.
- Ability to lift 20 lbs.
Compensation & Benefits:
Compensation: This is an outstanding opportunity for a highly motivated professional to assume a pivotal role in this highly respected organization. We are seeking an individual of outstanding quality with a respected track record. CLCV offers competitive salaries and a generous benefits package, including medical, dental, vision, and disability coverage; a 401(k) retirement program with employer match; discounted pre-tax Commuter Checks for public transit; flexible spending account (FSA) for health care expenses; and optional life insurance. Salary is based on a nonprofit scale and commensurate with experience.
Send a cover letter, resume and salary requirements and tell us how you found this posting to CLCVJobs@ecovote.org. Please write “Administrative Director” in the subject line. The position is open until filled. No phone calls please.
The California League of Conservation Voters and CLCV Education Fund are committed to equity, inclusion, and environmental justice. As an Equal Opportunity Employer, we seek to create and sustain a team that reflects the diversity of the state we serve. We welcome applications from individuals from all backgrounds, especially those with experience working with communities most impacted by California’s environmental challenges.
Applications will be reviewed on a rolling basis. Candidates are encouraged to apply as soon as possible.