Accounting & Operations Manager

Position Summary
Under the direction of the President/CEO, the Accounting & Operations Manager provides bookkeeping and administrative finance support together with office administration, executive support, member engagement, and conference coordination that keep Calforests’ daily operations organized and responsive. The position performs routine bookkeeping and administrative finance functions in QuickBooks online under established procedures, manages office systems and scheduling, coordinates the annual Forest Strategies and Innovations conference, and supports member engagement. Complex accounting, financial statement preparation, closing entries, audit leadership, and other professional accounting functions are outside the position’s primary scope and are handled by designated accounting professionals or leadership.

Essential Duties and Estimated Allocation
1. Bookkeeping and Administrative Finance Support | 30%
• Enter approved invoices, payments, deposits, and customer or vendor information in QuickBooks using
established procedures and coding.
• Work with outside contractors to prepare and curate routine accounts payable and accounts receivable
documentation, track outstanding items, organize receipts, and maintain complete supporting records for
Calforests and The California Forest Foundation, as assigned.
• Work with outside contractors to compile approved payroll inputs and benefits or personnel documentation for
submission to the appropriate provider or reviewer; maintain confidential files.
• Work with outside contractors to assist with routine bank and credit-card reconciliation support, budget
tracking, event revenue and expense records, and periodic information requests, subject to review and
approval.
• Provide organized records to external accountants, auditors, or leadership. The position does not independently
perform adjusting entries, month-end or year-end close, prepare financial statements, establish accounting
policy, or lead audits.

2. Office Administration and Operations | 20%
• Manage day-to-day office operations, shared calendars, supplies, equipment, mail, records, and vendor
coordination.
• Maintain orderly digital and physical filing systems, standard operating procedures, contact lists, subscriptions,
membership dues records, and other administrative records.
• Manage contacts and members via a Customer Relationship Management (CRM) system.
• Serve as a central administrative point of contact; route inquiries, track requests, and follow up to support
timely completion.
• Coordinate facilities, technology support, office access, meeting-room readiness, and other workplace needs.

CALFORESTS | POSITION DUTIES STATEMENT
3. Executive and Governance Support | 15%
• Manage the President/CEO’s calendar, appointments, meeting requests, travel arrangements, and schedule
changes using sound judgment and discretion.
• Prepare and distribute meeting materials, agendas, briefing packets, presentations, and correspondence; track
decisions and follow-up items as assigned.
• Coordinate internal, board, committee, member, and external stakeholder meetings, including invitations,
logistics, materials, and Board meeting minutes.
• Handle confidential and time-sensitive information with professionalism and appropriate records practices.

4. Forest Strategies and Innovations Conference | 15%
• Coordinate planning and implementation of Calforests’ annual Forest Strategies and Innovations conference in
partnership with leadership and staff.
• Maintain the event workplan, timeline, budget tracker, registration records, speaker and sponsor
communications, contracts, and production checklist.
• Coordinate venue, catering, audiovisual, lodging, signage, materials, exhibitors, and onsite logistics; monitor
deadlines and escalate risks.
• Support event promotion, attendee communications, post-event follow-up, survey administration,
reconciliation of event records.

5. Member Engagement and Communications Support | 10%
• Maintain accurate member and stakeholder contact information, distribution lists, engagement records, dues
management and routine membership documentation.
• Respond to routine member inquiries, connect members with appropriate staff or resources, and track requests
through resolution.
• Coordinate member meetings, orientations, renewals, surveys, and outreach activities; assist with newsletters,
notices, website updates, and event communications.
• Identify engagement trends and provide leadership with concise updates on participation, requests, and followup needs.

6. Compliance and Other Administrative Support | 10%
• Compile source information and maintain supporting documentation for periodic reporting, including Fair
Political Practices Commission lobbying reports, for leadership.
• Support special projects and perform other related administrative duties consistent with the position’s primary
purpose.
• Maintain the Employee Handbook on an annual basis.
Minimum Qualifications
• Three years of progressively responsible in bookkeeping, administrative support and/or office management.
Executive support, event-coordination, or comparable experience; an equivalent combination of education and
experience may be considered.
• Demonstrated ability to manage competing priorities, calendars, deadlines, details, and confidential
information in a small-team environment.

CALFORESTS | POSITION DUTIES STATEMENT
• Strong written and verbal communication skills and a service-oriented approach to members, vendors, partners,
and colleagues.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and shared digital workspaces; experience with
databases, registration platforms, or customer/member records is desirable.
• Working knowledge of routine bookkeeping practices and QuickBooks online with sufficient skills to accurately
enter transactions, maintain documentation, and support reconciliations under established controls.
• Experience with non-profit workflows and functions.
• Ability to work onsite at least three to four days per week and provide occasional early-morning, evening, or
travel support associated with meetings and the annual conference.
Core Competencies
• Accuracy and records stewardship
• Organization and follow-through
• Sound judgment and discretion
• Member service and relationship support
• Event and project coordination
• Clear communication
• Adaptability and collaborative problem-solving

Role Boundaries and Accountability
This role owns administrative coordination and the accurate, timely completion of assigned support tasks, including bookkeeping entries performed under established procedures. Financial transactions and records are prepared according to established procedures and remain subject to appropriate review and approval. Responsibility for professional accounting judgments, financial statements, tax filings, closing entries, audit conclusions, investment decisions, and organization-wide fiscal policy remains with the President/CEO, Board-authorized officers, and/or
qualified external accounting professionals.

Work Environment and Employment Information
Calforests is a Sacramento-based nonprofit forestry trade association with a small, collaborative team. The position is expected to work onsite a minimum of three to four days per week and to shift comfortably among bookkeeping, office operations, executive support, member service, and event coordination. Compensation is commensurate with experience. Benefits currently include employer-covered medical, dental, vision, long term disability insurance and life insurance; an employer 401(k) contribution after six months of service; access to gym facilities and downtown
shuttle service; and employer-provided downtown parking.

Application Information
To apply or ask questions, contact Matt Dias at mattd@calforests.org. Calforests may begin interviews immediately and continue until the position is filled