ADMINISTRATIVE MANAGER — WESTERN CLIMATE INITIATIVE

The Administrative Manager reports to the Executive Director, and works closely with other WCI, Inc. staff and WCI, Inc. Participating Jurisdictions to manage and coordinate all aspects of the administrative services provided by WCI, Inc.
This is a full-time salary position located in Sacramento, California.
KEY RESPONSIBILITIES
Bookkeeping
  • Interface with the Executive Director to provide general bookkeeping services and assist with duties and projects related to organizational financial activity, including:
  • Process accounts payable and receivable (e.g., vendor and jurisdiction invoices)
  • Prepare checks and appropriate backup documentation for approval and signature
  • Review monthly financial statements and reconciliations of bank statements prepared by the accountant
  • Collect supporting documentation for all credit card statements
  • Process travel and other reimbursement requests
  • Prepare, update and maintain electronic  and hard copy files of financial data and related documentation
  • Help track governmental and business filing requirements and complete forms
  • Gather documentation and respond to information requests for the annual audit
  • Support compliance with corporate financial policies and internal controls as described in the Accounting Policy Manual, Funds Management Policy, and By-Laws
Administration
  • Assist with ongoing administrative functions of the organization, including:
  • Manage electronic and hard copy filing systems to ensure corporate records and related information that support contracts and operations are organized and maintained
  • Coordinate with other administrative service providers to support delivery of accounting, payroll, insurance, office space, auditing, teleconference, and other services
  • Process incoming and outgoing mail
  • Order and purchase office supplies
  • Support compliance with corporate policies (e.g. Retention of Business Records Policy)
Contracts and Procurement
In coordination with the Executive Director and Project Managers, support procurement processes and contracts management, including:
  • Research options and providers for administrative and technical services
  • Prepare and post requests for proposals, and assist with proposal evaluation processes
  • Prepare contract templates and documents
  • Obtain and file contract paperwork
  • Support compliance with corporate policies (e.g. Procurement Policy)
Board and Committee Operations
  • Assist the Executive Director with duties and projects related to Board and Committee operations and processes, including:
  • Schedule and notice Board and Committee meetings
  • Draft Board and Committee meeting agendas
  • Collect, prepare and post meeting materials internally and publicly
  • Conduct research or analysis as requested to support the Board and Committees
  • Attend and document Board and Committee calls and meetings
  • Prepare draft and final minutes for Board and Committee calls and meetings, and approved versions for public posting
  • Coordinate with service providers and QC staff to translate notices and corporate material into French
  • Track Board and Committee actions and decisions
  • Arrange logistics and space for calls and meetings
  • Support compliance with corporate policies (e.g., the Open Meeting Policy)
Information Management and Technology
  • Provide a collaboration space and central document repository for the Board and Committee, jurisdiction staff, WCI, Inc. staff, and technical consultants through a password-protected website in SharePoint. Support includes:
  • Help staff maintain and update/modify work spaces, create sites and folders, and post and organize materials
  • Manage new and existing user IDs, distribution lists, and permission levels
  • Troubleshoot access and technical issues with the site
  • Conduct staff and user training as needed
  • Provide site hosting
  • Administer a public website and listserv to support communication and outreach with the public, including:
  • Maintain the WCI, Inc. public website
  • Update website content with approved text and materials
  • Create, format and distribute news and announcements via the WCI, Inc. list serve and manage the distribution list
  • Provide hosting for the website domain and list serve
  • Support compliance with corporate policies (e.g. Open Meeting Policy)
  • Provide general technical support for WCI, Inc. operations, including:
  • Provide limited email functionality for staff using a system routed through the website hosting service
  • Troubleshoot and resolve basic technical issues and questions
  • Respond to technical inquiries and coordinate responses to programmatic inquiries submitted to info@wci-inc.org
  • Provide research, assistance and recommendations on technical options as requested to enable effective operations (e.g. SSL certificates)
Design and Copy-Editing
  • Support design needs, including development of graphics and logos, and document templates
  • Provide formatting and technical editing when requested

Travel

  • Biannual (approximate) travel to support and document WCI, Inc. Board meetings
ABOUT WCI, INC.
WCI, Inc. is a non-profit corporation that supports state and provincial greenhouse gas emissions trading programs, and is located in Sacramento, California and Québec City, Québec.
WCI, Inc. offers competitive salaries and benefits commensurate with qualifications and professional experience, and is committed to equal employment opportunity.
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Administrative Manager, Western Climate Initiative

Administrative Manager
 
The Administrative Manager reports to the Executive Director, and works closely with other WCI, Inc. staff and WCI, Inc. Participating Jurisdictions to manage and coordinate all aspects of the administrative services provided by WCI, Inc.
 
This is a full-time salary position located in Sacramento, California.
 
KEY RESPONSIBILITIES
 
Bookkeeping
  • Interface with the Executive Director to provide general bookkeeping services and assist with duties and projects related to organizational financial activity, including:
  • Process accounts payable and receivable (e.g., vendor and jurisdiction invoices)
  • Prepare checks and appropriate backup documentation for approval and signature
  • Review monthly financial statements and reconciliations of bank statements prepared by the accountant
  • Collect supporting documentation for all credit card statements
  • Process travel and other reimbursement requests
  • Prepare, update and maintain electronic  and hard copy files of financial data and related documentation
  • Help track governmental and business filing requirements and complete forms
  • Gather documentation and respond to information requests for the annual audit
  • Support compliance with corporate financial policies and internal controls as described in the Accounting Policy Manual, Funds Management Policy, and By-Laws

Administration

  • Assist with ongoing administrative functions of the organization, including:
  • Manage electronic and hard copy filing systems to ensure corporate records and related information that support contracts and operations are organized and maintained
  • Coordinate with other administrative service providers to support delivery of accounting, payroll, insurance, office space, auditing, teleconference, and other services
  • Process incoming and outgoing mail
  • Order and purchase office supplies
  • Support compliance with corporate policies (e.g. Retention of Business Records Policy)

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