Finance and Administration Manager

Job Overview: Fallbrook Land Conservancy (FLC) is seeking a responsible, self-motivated full-time Finance and Administration Manager to serve as the primary steward of the organization's financial health and administrative stability. This dual role requires balancing rigorous fund accounting with day-to-day operational support. This role ensures accurate fund accounting, grant tracking, and smooth office operations to support our mission.

Reports To: The Finance and Administration Managerwill report to the Executive Director.

Responsibilities and Duties

The primary responsibilities combine strong financial accounting, HR compliance, front-facing office duties, and backend office operations.

Financial Management and Stewardship

• Manage day-to-day financial transactions and bookkeeping activities.


• Maintain the chart of accounts and accounting structure aligned to organizational needs.


• Prepare billing packages for Executive Director review and approval.


• Manage accounts payable, expense processing, and payment workflows in QuickBooks.


• Coordinate bank deposits and maintain banking records supporting reconciliation/audit trails.


• Prepare Monthly Financial Reports covering revenue, expenses, cash flow and other information as requested by the Executive Director.

Payroll Administration & Human Resources Onboarding

• Coordinate payroll processing and related timekeeping workflows.


• Maintain payroll documentation and records aligned to internal controls and retention requirements.


• Procure technology needed for new employees.


• Process onboarding paperwork, including I-9 and payroll.


• Manage software subscriptions.

Audit Leadership and Financial Integrity

• Lead annual audit coordination, including auditor communications, schedules, preparation, and document delivery.


• Maintain year-round audit readiness through disciplined recordkeeping, reconciliations, and control documentation.


• Coordinate with external accounting support vendors for quarterly and year-end reporting packages.

Grant Compliance and Cash Flow Management

• Support federal, state, and other grant compliance through documentation, tracking, and reporting support.


• Maintain financial records supporting grant reporting, allowability, and audit evidence needs.

Insurance and Risk Documentation

• Maintain insurance policy records and renewal tracking.


• Coordinate insurance documentation needs for organizational operations and events.


• Maintain related records supporting claims readiness and Board reporting needs.


• Maintain required nonprofit registrations and related compliance records.


• Lead annual Worker’s Compensation audit.

Systems, Data Integrity, and Operational Infrastructure

• Maintain financial and donor data integrity across QuickBooks


• Lead finance-related systems improvements and vendor coordination tied to accounting systems and data workflows.


• Maintain document retention practices, including physical and digital storage and destruction.


• Support secure file management practices, including cloud storage workflows tied to operational and compliance needs.

Fundraising and Donor Reporting and Event Finance Support

• Work with the development staff to maintain donation records and reporting workflows through CRM and accounting systems.


• Provide reporting support for fundraising activity tracking and reconciliation.


• Coordinate with fundraising and events staff on financial tracking tied to events and donor activity.


• Deliver post-event financial summaries and reconciliation support aligned to internal reporting.

Perform other duties as assigned by the Executive Director that advance FLC’s mission.

Qualifications

The ideal candidate will have a combination of the following knowledge, skills, and experience.

Education & Certifications

• An Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration, or related field.


• Certified Bookkeeper (CB) or QuickBooks Certified User are highly desirable.

Experience

· 3-5 years of progressive experience in bookkeeping and/or office management. Prior experience with fund accounting (tracking restricted vs. unrestricted funds).

• Experience with Intuit Payroll to manage California’s complex overtime and sick leave regulations.

Technical Skills

• Mastery of QuickBooks Online.


• Familiarity with California-specific labor laws and filing requirements, such as DE 9/DE 9C payroll reporting and the Attorney General’s Registry of Charities and Fundraisers.


• Advanced proficiency in Microsoft Excel and Google Workspace for collaborative document management.

Competencies

• Ability to multitask and manage complex projects and reporting.


• High integrity and the ability to maintain absolute confidentiality regarding donor gifts, payroll data, and personnel files.


• Strong written and verbal skills,including the ability to explain financial reports to Board members and to successfully manage vendor relationships.


• A proactive approach to problems such as identifying inefficiencies in office workflows or discrepancies in the general ledger and resolving those issues.

Physical Requirements

• Must be able to remain in a stationary position (sitting or standing) for at least 90% of the workday while using a computer for bookkeeping and data entry.


• Constantly operates a computer, calculator, and other office productivity machinery, such as a copy machine and printer.


• Frequently communicates with staff, board members, and vendors; must be able to exchange accurate information in these situations.


• Occasionally moves office supplies, marketing materials, or financial archives weighing up to 20 pounds across the office.


• Required to have close visual acuity to perform activities such as preparing and analyzing data, viewing a computer monitor, and extensive reading of financial documents.

Work Environment & Conditions

· Work is primarily performed in a standard office setting with moderate noise levels and controlled temperatures.

• Must be able to handle a fast-paced environment, particularly during "crunch times" such as year-end audits, tax filings, or board meeting preparations.


• Occasional local travel (e.g., to the bank or post office) may be required.

Position:Part-Time, Non-exempt (30 hrs./wk.)

Compensation: $32.00 - $40.00 per hour, depending on experience

Repots to: Executive Director

Location: 1815 South Stage Coach Lane, Fallbrook, CA 92028

To Apply: Please send cover letter, resume, and at least 3 professional references to careers@fallbrookland.org with Subject Line “Finance Manager” no later than Friday, October 30, 2026.

Benefits: Vacation, medical and other benefits consistent with board adopted personnel policies.

Work Schedule

This is a part-time, non-exempt position, up to 30 hours per week; however, employees are expected to work any additional time necessary to meet deadlines and complete assignments. Evenings and weekends may be required. The FLC office shall be open for business during the following hours, except as hereinafter noted: Monday through Friday: 8:00 a.m. to 5:00 p.m. Coverage at the office by the program and office staff shall be according to such schedule as developed by the Executive Director. (change to make correct for FLC)

Equal Opportunity Statement

Fallbrook Land Conservancy is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.

THIS JOB DESCRIPTION IS INTENDED TO PROVIDE AN OVERVIEW OF THE REQUIREMENTS OF THE POSITION AS SUCH, IT IS NOT NECESSARILY ALL INCLUSIVE, AND THE JOB MAY REQUIRE OTHER ESSENTIAL AND/OR NON-ESSENTIAL FUNCTIONS. TASKS, DUTIES, OR RESPONSIBILITIES NOT LISTED HEREIN. MANAGEMENT RESERVES THE SOLE RIGHT TO ADD, MODIFY, OR EXCLUDE ANY ESSENTIAL OR NON-ESSENTIAL REQUIREMENT AT ANY TIME WITH OR WITHOUT WRITTEN NOTICE. NOTHING IN THIS JOB DESCRIPTION OR BY THE COMPLETION OF ANY REQUIREMENT OF THE JOB BY THE EMPLOYEE IS INTENDED TO CREATE A CONTRACT OF EMPLOYMENT OF ANY TYPE. EMPLOYMENT IS "AT-WILL" AND MAY BE TERMINATED AT ANY TIME FOR ANY REASON BY THE EMPLOYEE OR EMPLOYER.