Business Administrator

California Immigration Project (CIP) is hiring for a Business Administrator based in Sacramento, CA. The position is responsible for supporting the organization’s day-to-day business operations, including financial administration, accounting support, human resources, compliance, and general administrative functions. Working closely with the Executive Director and external accounting and HR partners, the position helps ensure that organizational systems and processes operate efficiently and effectively.

CIP currently has a hybrid work model. This position is eligible for hybrid work; however, the schedule will be determined based on operational needs and is expected to include regular in-person work.

Duties and Responsibilities Include:

Financial Operations

• Process semi-monthly payroll, including reconciling timesheets, paid time off, benefits deductions, retirement contributions, and payroll changes.
• Process vendor invoices, employee reimbursements, and credit card reconciliations.
• Prepare accounts payable documentation for approval and payment.
• Assist with preparation and submission of invoices to funders.
• Coordinate with the organization’s external accounting firm on monthly close activities.
• Prepare schedules, reconciliations, and supporting documentation requested by the external accounting firm.
• Assist with monthly financial reporting and finance materials for the Board of Directors.
• Monitor grant budgets and assist CIP leadership with budget tracking.
• Assist with annual budget preparation.
• Support audit preparation and completion of financial reporting requirements.
• Maintain organized financial records and documentation.

Human Resources & Benefits Administration

• Coordinate employee onboarding and offboarding.
• Assist with administration of employee benefits, retirement plans, leave programs, and open enrollment.
• Serve as the primary point of contact for staff regarding human resources and employee benefits questions.
• Maintain personnel files and HR records.
• Coordinate background checks and employment documentation.
• Assist with implementation of personnel policies and handbook updates.
• Serve as primary liaison with external HR consultants and benefit providers.
• Coordinate required employment postings, notices, and compliance documentation.

Governance & Compliance

• Maintain organizational records and governance documents.
• Track organizational compliance deadlines, registrations, required filings, and other requirements.
• Track grant invoicing, reporting, and renewal deadlines.
• Coordinate document requests from funders, auditors, insurers, and government agencies.
• Support preparation of Board meeting materials and coordination of logistics for Board activities including scheduling, location, technology, and other details as needed.
• Assist CIP leadership with organizational risk management initiatives.

Organizational Operations

• Maintain organizational policies, procedures, and operational documentation.
• Coordinate contracts, insurance renewals, and vendor relationships.
• Coordinate purchasing of organizational subscriptions.
• Support implementation of operational systems and process improvements.
• Develop and document internal administrative procedures.

Minimum Qualifications:

• Bachelor’s Degree in Business Administration, Nonprofit Management, Accounting, Human Resources, or related field; or an equivalent combination of education and relevant experience.
• Demonstrated commitment to social justice and the empowerment of immigrant communities.
• High attention to detail.
• 3 or more years of progressively responsible experience in an office management, operations, administrative, or program-support management role, ideally within a 501(c)(3) nonprofit organization.
• Experience administering payroll, employee benefits, and accounts payable.
• Experience supporting organizational budgeting, financial tracking, or bookkeeping functions.
• Experience coordinating with external vendors and professional service providers, such as accountants, auditors, insurance brokers, payroll providers, or HR consultants.
• Experience maintaining confidential personnel and financial information.
• Experience developing and improving administrative systems, workflows, and organizational processes.
• Working knowledge of nonprofit financial administration and bookkeeping principles.
• Familiarity with California employment practices and nonprofit compliance requirements.
• Advanced proficiency with Microsoft Excel, Google Workspace products (Google Sheets, Google Docs), and accounting/financial record-keeping systems (such as Quickbooks Online).
• Strong aptitude for learning new software and technology platforms.
• Ability to multitask, prioritize, set, and meet deadlines with timeliness.
• Excellent oral and written communication skills.
• Ability to work in a team-focused and multicultural work environment.
• Ability to work remotely and in-person with a variety of actors, including staff, volunteers, partner organizations, funders, vendors, and government agencies in a professional, amicable and team-oriented manner.

Benefits:

• Employer-paid medical, vision, and dental insurance (with half-paid coverage for dependents)
• Employer-paid life insurance
• Employer-paid loan repayment assistance program for law school graduates
• Flexible spending account benefits including an employer-paid Health Reimbursement Account
• Employer-sponsored 403(b) retirement plan with an employer contribution and matching program
• Generous vacation, sick leave, and holiday package (18 paid holidays including winter holiday closure)

CIP has a 37.5 hour, 5-day work week.

Fluency in English required