Office Manager

Office Manager Job Announcement

Summary

• Full-Time position
• Hybrid with office based in downtown Los Angeles
• Immediate hire

The primary responsibilities of the Office Manager include all necessary general administrative duties to support the policy, program, and development staff, provide communications support, bookkeeping, which includes close collaboration with our bookkeeper/accountant and health benefits administrator. The Office Manager reports to the CEO. The ideal candidate must be able to work an average of 40 hours per week, including periods of more intensive work around major events and occasional weekends and evenings when needed.

About Coalition for Clean Air

Established in 1971, the nonprofit CCA is California’s only statewide organization exclusively advocating for healthy air. CCA is known for spearheading innovative air quality policies, such as the Smog Check program, the ban on toxic dry-cleaning chemicals, and incentive funding for alternative fuels and clean technologies. CCA has offices in Sacramento and Los Angeles. CCA’s mission is to protect public health, improve air quality, and prevent climate change. CCA works to fulfill its mission through policy advocacy, outreach, and educational activities.

Key Responsibilities

Finance & Development Support

• Maintain and reconcile entries in QuickBooks Online (QBO) and Neon One
• Handle accounts payable, e-deposits, check runs, and financial reporting
• Process timesheets, reimbursements, and credit card reports 1-2 times per month
• Support the development and tracking of organizational budgets
• Lead the financial team during monthly reconciliations, annual audits, and tax filings
• Assist with donor acknowledgments and maintain contact databases
• Adjust and update the Accounting and Financial Procedures Manual at least once per year
• Maintain and update the financial contact database in QBO
• Maintain and update banking information (i.e., ACH information and bank account numbers)

Human Resources

• Manage initial advertisement and recruitment for staff, interns, and volunteers
• Coordinate onboarding, including paperwork, benefits enrollment, and orientation
• Coordinate offboarding, including final paycheck, exit interview, explanation of unemployment benefits, and COBRA/CAL-COBRA benefits.
• Maintain/update employee files and procedural documentation
• Administer employee benefits in coordination with third-party administrator
• Deliver and track required staff training programs, including HR compliance and cybersecurity
• Develop and implement office safety protocols and training programs
• Adjust and update the Personnel Manual at least once per year
• Manage California Employment Development Department claims and issues for staff members on leave

Office Operations

• Serve as first point of contact for office visitors and manage external communications with the general public
• Oversee the maintenance, cleanliness, and organization of shared office areas
• Manage and track office equipment and inventory and reorder supplies as needed
• Coordinate with vendors, IT support, and building management
• Schedule staff meetings, Zoom calls, and maintain calendars
• Maintain digital and physical filing systems and document storage
• Route communications to the appropriate departments (Policy/Program/Development)

Additional Administrative Support

• Provide general administrative support to policy, program, and development staff
• Assist with logistics, materials, and catering for board meetings and fundraising events
• Monitor, document, and assure compliance with legal requirements of staff lobbying activities and reports
• Manage incoming communications through general email, phone, and voicemail
• Manage and track moving expenses
• Other duties as assigned

Position Qualifications

Qualified applicants should be able to demonstrate the following skills and experience:

• Experience in nonprofit operations, administration, human resources, and office management
• Familiarity with QuickBooks Online, Neon One, or other accounting and CRM systems
• Strong organizational and time management skills
• Ability to carry out multiple tasks requiring rapid turnaround and to follow multi-step institutional procedures
• Ability to fulfill job responsibilities with meticulous attention to accuracy and detail
• Excellent communication and interpersonal skills
• Ability to handle confidential information with discretion
• Commitment to the organization’s mission and values

Physical Demands

• 85-95% of time sitting; 5-10% of time standing; and 1-5% of time walking
• Less than 5% of time lifting, carrying, pushing, or pulling up to 50 lbs.
• Less than 5% of time kneeling, balancing, reaching, crawling, crouching, or climbing
• More than 85% of time using eye, hand, and finger coordination and more than 80% of time using a computer (keyboarding) and telephone equipment
• Occasional travel may be required

Compensation: This is a full-time non-exempt position (average of 40 hours per week, usually Monday through Friday, 9 a.m. to 5:30 p.m.). CCA offers competitive pay commensurate with experience and qualifications plus a generous benefits package. Benefits include medical, dental, vision, and life insurance, as well as up to a 3% match for retirement savings. All Los Angeles office staff are eligible for reimbursement for the cost of using public transit to commute to and from the office. CCA has established the pay range for this position as $52,000 to $62,000 per year.

Additional Information: The responsibilities listed here are illustrative of the essential functions of the job and do not include nonessential or marginal duties that may be required. CCA reserves the right to modify or change the duties and essential functions of this job at any time. Nothing in this job announcement should be considered as an offer or guarantee of employment.

How to Apply: Interested applicants should submit a cover letter and resume in .pdf format to jobs@ccair.org, subject: Office Manager Position. Coalition for Clean Air is an Equal Opportunity Employer. Position will remain open until filled.

Benefits include medical, dental, vision, and life insurance, as well as up to a 3% match for retirement savings. All Los Angeles office staff are eligible for reimbursement for the cost of using public transit to commute to and from the office.