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CalWild Looking for Part-time Office Manager Support

CalWild Looking for an Office Manager (Part-time)

CalWild’s Office Manager will work remotely part-time to ensure the smooth administrative operation of CalWild. The position will be responsible for managing vendors, bills, expense reports, timesheets, insurance policies, and donation/data entry; overseeing hiring, payroll, contractors, and other human resources tasks; and working with our bookkeeper in Quickbooks for light accounting and pulling financial reports as needed. We will also consider administrative consulting firms.

Responsibilities include:

  • Manage and makes changes as necessary to Ospay (One Stop Payroll) (automatically debits on the 15th and last day of the month)
  • Downloading payroll reports for accountant (monthly)
  • Manage independent contractors including obtaining W-9 forms, maintain other paperwork, and paying invoices
  • Assist Executive Director in maintaining personnel paperwork and documents, including onboarding
  • Assist in administering employee benefits (health insurance, retirement/401k, dental/vision, unemployment, workers compensation, home office/phone reimbursements)
  • Ensure employee timesheets are filled out monthly, overseeing vacation, holiday, and sick leave accrual
  • Manage insurance policies, including annual audits
  • Assist Executive Director with board management
  • Manage account payables and receivables – pay and manage bills, generate invoices as needed
  • Download bank and credit card statements (monthly)
  • Work with our bookkeeper to make sure Quickbooks numbers are current including credit card transactions (using Expensify), entering payment data, and generating reports as requested by staff
  • Assist in tax prep including CalWild’s 990 and gathering all information on contractors for 1099s

Additional Responsibilities might include depending on experience: (these activities would come with additional hours or compensation)

  • Database management with our CRM (EveryAction 8) assisting in data entry, editing records, and pulling reports; and
  • Assist in the management and content creation for CalWild’s various digital channels including Facebook, Twitter, Instagram, LinkedIn, and the CalWild website.

Desired Qualifications:

  • Demonstrated ability to create and maintain administrative and human resources systems;
  • Confidence in completing independent projects and improving systems as needed for greater efficiency;
  • Experience with at least one customer relationship management (CRM) system;
  • Familiarity and comfort with Quickbooks and basic bookkeeping;
  • Significant interpersonal skills;
  • Experience managing insurance policies;
  • A willingness to work collaboratively with people of diverse backgrounds and interests;
  • Experience with WordPress and social media (Facebook, Instagram, LinkedIn, and Twitter) for an organization or campaign a plus;
  • Significant proficiency with Microsoft Office suite and Google Docs;
  • A strong personal commitment to conservation; and
  • A Bachelor’s Degree is preferred.

How to Apply

Please send a cover letter and resume to Also, please reference where you saw the job posting in your cover letter.

For a downloadable pdf version of the job description, click here.