6 month - Temporary / Seasonal Finance & Administration Specialist

Job Description

6 month - Temporary / Seasonal

Finance & Administration Specialist

• Pay: $30 per hour
• Two-week paid Winter Break at the end of year
• Hours: 24-32/week, Monday-Friday. Flexible schedule, to be determined upon hire–
• Position Type: Temporary / Seasonal Position ( 6 months)
• Hybrid position: Approximately 75% remote and 25% in-person. Most work can be done remotely, however, this position requires weekly onsite availability for collecting/scanning mail, printing documents, making bank deposits, etc. as well as approximately monthly attendance at in-person meetings/events or as the need arises to complete assigned tasks. Applicants must be able to reliably commute to our Oakland clinic location within an hour.

ABOUT THE CHARLOTTE MAXWELL CLINIC

We are an Oakland-based nonprofit providing free access to integrative care for low-income women with cancer in the San Francisco Bay Area. We have a small-yet-mighty paid staff and more than 100 volunteers who serve in various roles. We are a 7-days/week operation: Our business office is open Monday-Friday and the clinic operates Friday-Monday.

We offer a wide range of complementary therapies focused on healing the body, mind, and spirit both during and after conventional cancer treatment. Our modalities include acupuncture, Chinese and Western herbs, massage, therapeutic imagery, homeopathy, yoga, and more. This integrative care helps improve quality of life and health outcomes for women with cancer.

For more information about us – our mission, history, values, and team – please visit our website:

WE’RE LOOKING FOR SOMEONE WHO IS:

…Systems-minded and solutions-focused. You are passionate about administration, project management, and creating/maintaining simple, sustainable systems. You are proficient in working independently while effectively coordinating at the intersection of an organization’s internal operations.

…Rooted in the details while still seeing the big picture. You are patient and impeccably organized, willing to do both complex projects and routine tasks. You enjoy troubleshooting issues and tracking down answers. You herd kittens with good humor and grace.

…A clear and compassionate communicator. You are a service-oriented professional with an aptitude for both written and verbal communication. You respond to requests and inquiries in a timely manner, with kindness as well as clarity. You are committed to maintaining integrity and earning the trust of all stakeholders.

…Tech savvy and able to show up and share. You have a strong, reliable internet connection and computer for participating in regular video meetings and are completely at ease working remotely within cloud-based systems. You are a Google Workspace “super-user” who enjoys passing along tips to teammates as they level up their skills.

…Passionate about integrative medicine. You have a deep appreciation for holistic approaches to health and wellness and love the idea of supporting our clinic as it grows and expands to serve more clients who need us.

JOB SUMMARY

This role demands a high level of task prioritization and detail, efficient and cooperative collaboration, and process optimization.

The Finance & Administration Specialist is primarily responsible for three areas:

• Accounts Payable/Receivable
• Payroll/Human Resources
• Administration/Operational Support.

The person in this position also coordinates regularly with other staff members in the areas of Development/Donor Data, Grant Tracking/Reporting, and Operations/Facilities.

The Finance & Administration Specialist acts as Assistant to the Executive Director, facilitating Board relations and collaborating on projects as-needed with the Development Director, Clinic Operations Manager, and outside consultants.

Reports to: Executive Director

DUTIES & RESPONSIBILITIES:

• Acts as bookkeeping clerk, handling all payables (via BILL.com), and receivables; organizes and delivers bank deposits; manages employee/volunteer reimbursements and petty cash account
• Conduct weekly onsite administrative operations at the Oakland office, including collecting and logging checks, reviewing bills and notices, monitoring finance and administrative inboxes, scanning and organizing financial documents, and processing donor acknowledgment and thank-you correspondence
• Communicates regularly with CPA and supports them by downloading and filing all invoices, receipts, and statements, generating various monthly/annual reports, and providing other tax- and bookkeeping-related information as needed
• Organizes and maintains all digital and hard copy finance and administration files including but not limited to: independent contractor paperwork, vendor invoices/receipts, workplace giving disbursement notices, county tax notices, etc.maintains all finance related forms (reimbursement requests, purchase orders, etc.)
• Manages biweekly payroll via the Gusto platform; instructs supervisors on reviewing/approving hours worked and PTO requests; transfers funds to CalSavers for biweekly retirement savings contributions; produces monthly payroll reports for CPA and uses that information to calculate and pay worker’s comp insurance3 -
• Supports internal meetings & events (e.g, monthly all-staff meeting, year-end staff party, annual staff planning retreat, etc.)

EDUCATION/SKILLS/EXPERIENCE REQUIREMENTS:

• BA required (Associates degree, with relevant commensurate experience will be considered)
• 3-5 years experience in some area of Finance Assistance (AP/AR, Payroll, Bookkeeping), Human Resources, Development/Advancement Assistance, Office Management, or Executive Assistance required
• Strong organizational and file system management skills, with “super-user” level of expertise in Google Workspace (Gmail, Calendar, Shared Drives, Docs, Sheets, Chat, Meet) required
• Proficiency with online AP/AR platforms, payroll platforms, and databases required (Gusto, BILL.com, and Salesforce highly preferred)
• Prior experience with financial audits, meeting planning, and project management desirable.

Pay: $30.00 per hour

Work Location: Hybrid remote in Oakland, CA 94609