Description

Position: Director of Finance and Administration 

Status: Regular, Full-Time, Exempt 

Hours: 40 hours per week, Monday–Friday. Evenings and weekends on occasion. 

Reports to: President and CEO

About Coastal Roots Farm  

Coastal Roots Farm (CRF) is a nonprofit Jewish community farm and education center. We cultivate healthy, connected communities by integrating sustainable agriculture, food justice, and ancient Jewish wisdom.

We share organic produce with those who need it most and connect people to compelling Jewish ideas and traditions through farming and food. We distribute food through our on-site pay-what-you-can Farm Stand, pop up mobile farm stands, and donations to hunger relief organizations. We offer hands-on education and experiences through School and Group Visits, Farm Camp Farm Tours, Volunteer Opportunities, Jewish Agricultural Festivals, and other community events, inviting our neighbors to connect to the land, Jewish tradition, and each other.

Coastal Roots Farm is located in Encinitas, CA on approximately 17 acres of land which we recognize as indigenous to the Kumeyaay and Luiseño peoples. Our Farm consists of vegetable production fields, education farm and gardens, a food forest, chickens, and compost operations. Coastal Roots Farm was incubated by the Leichtag Foundation in 2014 and received 501(c)(3) public charity status in 2015.

Position Overview  

The Director of Finance and Administration is a key staff member of the Farm Senior Leadership Team and will support the overall operations of the organization, including but not limited to accounting, human resources, and administrative responsibilities. As the individual responsible for the onboarding of all new employees and the backbone of the organization, the Director of Finance and Administration will help create an exceptional and radically welcoming environment and culture, while also helping to establish and maintain critical organizational operating procedures and policies. 

Essential Duties and Responsibilities 

The essential functions include, but are not limited to: 

Accounting: 

• Hands-on management of full-cycle accounting including A/P, A/R, and bank deposits.
• Create and present monthly financial reports and analysis.
• Prepare and complete program financial statements per grant requirements.
• Manage and track fundraising and grant revenue via QuickBooks, including release of temporarily restricted funds.
• Oversee all records in conformance with generally accepted accounting principles.
• Supervise, monitor, and evaluate all day-to-day accounting activities.
• Manage company credit card issuance, monthly reconciliation, and payment.
• Establish and enforce proper accounting methods, policies, and principles.
• Evaluate, develop, and recommend fiscal policy and mechanisms to ensure sound financial management that are right-sized to a growing organization.
• Formulate strategies to be used in long-term financial planning.
• Work closely with President and CEO to create annual budget and cost allocation plans.
• Support each department in preparing annual budgets in the context and support of the overall organizational direction.
• Oversee internal and external financial audits and administrative controls and assist the organization in preparing for audits.
• Manage the process of preparing and finalizing annual tax documents with Auditors.
• Manage Farm contracts and insurance requirements with vendors and apply for and manage process for obtaining required permits.
• Maintain Camp Scholarship tracking.
• Quarterly Sales Tax and Use reporting, filing, and payment.
• Meet with Department heads as needed to review financials as related to the budget versus actuals. 
• Annual filing of 1099’s.

Human Resources:

• Manage timekeeping process, prepare, and process bi-monthly payroll via Paylocity.
• Manage benefits enrollment via EASE. 
• Oversee annual Retirement Compliance testing and reporting.
• Provide leadership and oversight to HR systems including organizational development, talent acquisition, workforce planning, talent management, employee engagement, employee relations, personnel records, leave administration, performance management, training, compensation, benefits, HR systems, safety, policy development and implementation, regulations, and compliance.
• Complete annual update of employee handbook. 
• Supporting the President and CEO, manage all employee relations, payroll, and benefits.
• Support in the writing of Job Descriptions, manage recruitment, supporting screening of resumes if needed, support completion of initial interview if needed, conduct background checks for new hires, support reference checks if needed, and support with the intern/volunteer process if needed.
• Ensure new hires complete official onboarding process including required HR, financial, and insurance paperwork and all trainings, as well as completing/managing full offboarding process.
• Consistently and fairly develop and implement human resources policies.
• Protect the organization’s value by keeping information confidential.
• Ordering and distribution of staff uniforms and nametags.

Administrative:

• Office support such as retrieving and distributing mail if needed, ordering office supplies, filing, and ensuring the organization and office equipment is in good working order.
• Work with the Farm Leadership Team to ensure proper use of various databases, such as contact records and activity logs in Salesforce and CampBrain, maintain data integrity by conducting regular data cleanup, maintain proper documentation both hardcopy files and electronic via Sharepoint, and other data bases.
• Support the design, development, testing, configuring, administering, and deployment of all data management platforms and applications that support the Farm’s business requirements.
• Develop and establish key office systems and protocols.
• Attend quarterly Board meetings and take meeting minutes. 
• Attend annual Audit Committee meeting. 
• Other duties as assigned.

Requirements

Qualifications and Experience: 

Required: 

The requirements listed below are representative of the knowledge, skill, and/or ability required.  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Bachelor's degree in Accounting, Finance, HR, or Business Administration or equivalent work experience.
• 5 years working experience in professional accounting, financial management, human resources, or equivalent fields.
• A flare for numbers.
• Knowledge of legal requirements and labor laws affecting human resources functions.
• Very good time management skills, with the ability to pivot priorities.
• A high degree of organizational, analytical, and interpersonal skills.
• Strong verbal and written communication abilities, with ability to anticipate requests, potential problems, and act to resolve in real time.
• High level of discretion and ability to handle confidential issues.
• Advanced Excel skills, ability to work with lookups and pivot tables with proficiency in the rest of the MS Office Suite.
• High level of self-motivation with ability to manage priorities and work independently.
• Flexibility and willingness to work simultaneously on a wide range of tasks and projects and ability to prioritize tasks.
• Pleasant, diplomatic manner and disposition in interacting with senior management, co-workers, and the general public.
• Able to work on a computer for extended periods of time.

Preferred:

• Experience with QuickBooks.
• Experience with Paylocity. 
• Experience with Salesforce.
• Experience with Camp Software.
• Experience working in a nonprofit or philanthropic organization.
• Human Resources certification.

Reporting Relationship  

Reports directly to the President and CEO

Compensation  

Salary range is $80-90K and is commensurate with experience. Coastal Roots Farm offers a competitive benefits package. 

Typical Working Conditions  

The Director of Finance and Administration will work inside an office and outdoors on occasion. There will be moderate office noise, exposure to Southern California outside temperatures, chemicals used in the agricultural industry, and loud noises.

Essential Physical Tasks  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Continuous sitting, walking, standing, stooping, bending, kneeling, reaching, lifting, pushing/pulling, carrying, and use hands and fingers to operate a computer, telephone, and keyboard. 
• Able to walk a minimum of .5 miles on uneven narrow trails with elevation gain. 

Application Process  

Please visit our website at https://coastalrootsfarm.org/job-opportunities/ and click Job Openings & Internships to apply online. All applicants must submit:

• Cover letter
• Resume
• Job questions

Coastal Roots Farm is an Equal Opportunity Employer and is committed to building an inclusive workforce. We welcome and strongly encourage people with diverse backgrounds and experiences to apply. All qualified candidates, regardless of race, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, disability, medical condition, marital status, veteran status, or genetic information will be considered for this position.