Operations Assistant

Organization Overview:

The Clear Lake Environmental Research Center (CLERC) is an environmental nonprofit organization based in Lake County, California. We serve as a steward for the environmental and economic sustainability of Clear Lake, its neighboring lands and waters, local communities, and beyond.

We manage a series of countywide, grant-funded forestry and fire resilience projects focused on fuel reduction, forest health, reforestation, defensible space, evacuation route readiness, workforce development, and meaningful community involvement.

In addition, CLERC operates a certified Water Laboratory that provides drinking water testing and analytical services to public water systems, small system operators, and private clients. Through science-based monitoring and regulatory support, the Water Lab helps protect public health and advance regional water quality stewardship.

Position Summary:

The Operations Assistant at Clear Lake Environmental Research Center (CLERC) is an administrative professional responsible for supporting complex, multi-program operational systems across the organization.

This role provides administrative tracking and logistical support to ensure smooth implementation of CLERC programs, including electronic tracking of participant responses, rights-of-entry documentation, purchasing processes, bookkeeping support, meeting coordination, and limited social media posting.

The Operations Assistant plays a critical role in maintaining organized systems, accurate records, and responsive internal and external communications in a fast-paced nonprofit environment.

Essential Duties and Responsibilities:

Program Tracking & Administrative Systems

• Maintain electronic tracking systems for multiple CLERC programs, including but not limited to community chipping participation and rights-of-entry documentation.
• Track participant communications, document status updates, and ensure accurate and timely recordkeeping.
• Monitor response deadlines and follow up as needed to maintain program workflow.
• Assist with preparation of internal reports and summary metrics.

Purchasing & Bookkeeping Support

• Process purchase requests and track expenditures in coordination with program staff and the Finance Director.
• Maintain organized purchasing documentation and vendor files.
• Assist with invoice coding, expense tracking, and reconciliation support.
• Support grant-related administrative documentation as directed.

Meeting Coordination & Documentation

• Schedule meetings and prepare agendas in coordination with supervisors.
• Attend internal and external meetings as assigned and record accurate, clear meeting minutes.
• Track action items and assist with follow-up coordination.

General Operations Support

• Perform advanced administrative duties including document preparation, data entry, correspondence management, and records management.
• Maintain organized digital filing systems consistent with organizational protocols.
• Support onboarding logistics for new staff (workspace setup coordination, supply ordering, documentation routing).
• Coordinate office supply ordering and inventory management.
• Assist with facility-related administrative tasks as needed.

Communications Support

• Post pre-developed content to CLERC social media platforms.
• Assist with formatting newsletters, reports, and outreach materials.
• Ensure consistency in branding and formatting across operational documents.

Other Duties

• Provide support for special projects, as assigned.
• Collaborate across departments to ensure efficient and organized program implementation.
• Contribute to continuous improvement of operational systems and workflows.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum 3–5 years of progressively responsible administrative experience.
• Experience managing complex administrative systems or multi-program tracking is strongly preferred.
• Strong proficiency in Microsoft 365 (Word, Excel, Outlook, SharePoint/OneDrive) and Google Workspace.
• Experience with bookkeeping support or financial tracking systems preferred (QuickBooks experience a plus).
• Demonstrated ability to manage confidential information with discretion.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize competing deadlines and manage multiple workflows simultaneously.
• Ability to work independently while maintaining strong collaboration with team members.
• Possess a driver’s license and insurance valid in California.
• Creativity, sense of humor, “can do” spirit, collegiality, flexibility, strong desire to lead.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person