Administrative Coordinator

The California Stormwater Quality Association (CASQA) is seeking a dynamic and dedicated Administrative Coordinator to join our team. All team members play important roles that support our efforts to advance sustainable stormwater management protective of California’s water resources, through collaboration, education, and advocacy.

The Position

The Administrative Coordinator plays a key role in supporting the effective day-to-day operations of CASQA by providing high-level administrative support to the Executive Director and staff. This full-time remote position requires a detail-oriented and proactive professional who can manage a variety of administrative functions with discretion and professionalism. The individual must reside locally and be available to travel to CASQA’s main office in Redondo Beach, approximately one day every other week (reasonable reimbursement will be provided for this travel). Travel within California is also required, such as CASQA’s annual conference and annual staff retreat. Candidates who demonstrate strong performance and alignment with CASQA’s needs in this role may be considered for future advancement to the position of Administrative Manager.

The Candidate

The ideal candidate is a highly organized, detail-oriented professional who thrives in a remote work environment and takes initiative to support a collaborative team. They bring strong communication skills, a customer service mindset, and experience managing a wide range of administrative tasks – from scheduling and formatting documents to supporting contracts, invoices, and internal operations. The candidate is dependable, resourceful, and comfortable working independently while staying connected to a mission-driven team. Experience in a nonprofit or membership-based organization is a plus, but not required.

Core Competencies

Executive and Team Support: Provide direct administrative support to the Executive Director and assist other team members as needed. Manage calendars, schedule meetings, prepare expense reports, create and manage surveys, and other duties as needed.

Office and Operations Management: Maintain virtual office operations and manage organization-wide email communications. Respond to emails and messages in a timely manner and/or route them to appropriate CASQA staff as needed. Assist in the preparation and dissemination of member communications. Order supplies and materials. Format work products to align with standard CASQA templates and style guidelines.

Contract and Financial Administration: Draft contracts, task orders, and addenda using CASQA templates. Track contract terms, balances, and expirations. Support accounts payable functions, including reviewing invoices, routing for approval, and organizing receipts. Receive and process incoming checks in coordination with CASQA’s financial procedures, including documentation, deposit preparation, and secure handling. Ensure compliance with internal procedures.

Board and Committee Support: Assist in preparing materials for Board meetings and provide logistical and administrative support for CASQA’s committees and subcommittees, including maintaining distribution lists and supporting meeting logistics.

Event and Program Logistics: In support of other staff, provide administrative and logistical support for CASQA’s events, such as the annual conference and awards program.

Qualifications

• Extensive knowledge of administrative practices and procedures
• Proficiency with Microsoft Office Suite (includes MS Word, Excel, Teams, PowerPoint), Zoom, Box, and Google Suite (includes Google Forms)
• Familiarity with accounting and contract management principles
• Exceptional organizational, time management, and multitasking abilities
• Strong written and verbal communication skills
• Demonstrated ability to work independently in a remote environment while maintaining regular communication and collaboration
• High level of professionalism and discretion in handling sensitive information
• Strong interpersonal skills and a customer service mindset
• Attention to detail and ability to prioritize tasks in a fast-paced environment
• Ability to maintain accurate records and manage digital filing systems

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Five years of experience in executive or administrative support; or
• Three years of experience in customer service or administrative support and a bachelor’s degree in business administration, organizational management, or a related field
• Additional training in business communication, accounting, or administrative software is preferred

Working Conditions

Must maintain a dedicated remote work environment suitable for confidential and uninterrupted work. The position requires frequent use of computers and virtual meeting tools. Travel is required every other week to the main office for check processing and annually for a staff retreat and CASQA’s annual conference.

This is primarily a sedentary position although standing and walking will be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Salary and Benefits

Annual compensation equivalent to $50,000 – $65,000, dependent upon qualifications and experience, plus a benefits package that includes:

Vacation: Unlimited vacation policy that strikes a balance between meeting the organizations needs and encouraging work-life balance for the employee.

Health Insurance: Fully paid for the employee. CaliforniaChoice program that allows employees to optimize the employer contribution by selecting from a large range of providers and plans to meet their individual and / or family needs.

Retirement Plan: 403(b) plan. Employer contribution, with option for additional employee contributions.

Workplace Flexibility: Staff work remotely in California, enabling CASQA to hire the most capable individuals. For this position, the individual must reside locally and be available to travel to CASQA’s main office in Redondo Beach, approximately one day every other week (reasonable reimbursement will be provided for this travel). Additional travel required as-needed, primarily within California.

The Recruitment Process and Applications

This recruitment will remain open until filled. The process will consist of three parts, per the following anticipated timeline:

• • Applications: Due by August 1, 2025
  • Initial interviews (invited): August 2025
  • Final interviews (invited): August / September 2025

Applications should demonstrate attention to detail, your ability to communicate clearly and effectively, and use template-based formatting. Complete applications consist of the following:

• • Cover Letter (1 page max)
  • Resume
  • Responses to Short Answer Questions (1 page max)
  • Download the questions and document template here (responses must use the provided template)
  • References (3)

Submit Your Application

All application materials should be combined into one PDF file. Applications should be submitted here:https://www.casqa.org/resources/job-board