Trust Administration Assistant jobs in Petaluma, CA

MALT is a nonprofit land trust created in 1980 by a coalition of ranchers and environmentalists to permanently protect Marin County farmland. Some of the Bay Area’s most highly acclaimed dairy and cheese products, grass-fed meats, and organic crops are produced on farmland protected by MALT’s 93 agricultural conservation easements. 

As an innovative agricultural land trust, MALT operates at the intersection of agriculture and conservation. Our mission is to permanently protect Marin County’s agricultural land for agricultural use. Our commitment is to the long-term health of the land itself, as well as to the farmers and ranchers who work on the land. The Director of Finance will be part of a dynamic team working to permanently protect Marin’s agricultural land for agricultural use in ways that benefit healthy communities, clean water and air, diverse habitats, sustainable and regenerative agriculture, and climate resiliency.

MALT has permanently protected over 55,000 acres of West Marin’s diverse mosaic of coastal grasslands, oak woodlands, rangelands, and pastoral open space. MALT is committed to supporting sustainable management, climate-beneficial and regenerative agriculture in Marin County, including farming and grazing practices that rebuild soil organic matter and improve soil biodiversity to draw down carbon and improve the water cycle.

We welcome people of all backgrounds, identities, and beliefs to join us in achieving our mission to permanently protect Marin’s agricultural land for agricultural use. MALT is committed to a diverse, equitable, and inclusive workplace in which everyone is welcomed, valued, and supported. We are a team that works together to achieve our goals. We recognize that diverse teams make the strongest teams and encourage people from all backgrounds to apply.

We invite you to join the MALT team—a dynamic and passionate staff who care deeply about our mission and one another.

The Position

Reporting to the Director of Finance, the Accounting Associate, is a part-time, non-exempt position (15-19 hours per week). This is a new role, and specific duties may shift with time, and the successful candidate will have the background and ability to work with the Director of Finance in a variety of aspects of our accounting functions. Examples of duties include processing a variety of accounting transactions such as invoices, payments, expenses, payroll, and deposits in accordance with department procedures, maintaining accounting files, verifying accounting data, and entering accounting data in the MIP accounting system. 

About You

• Bachelor’s or Associate degree in accounting is preferred and a minimum of 3 years’ related accounting experience, or any combination of education and work experience which would provide an opportunity to acquire the knowledge and abilities listed herein.
• Basic knowledge of General Accepted Accounting Principles (GAAP).
• Non-profit accounting experience is a plus.

• Knowledge of accounting department workflows, and routine processes and procedures.
• Attention to detail  and double checking all work is a must.
• Organizational skills and ability to prioritize tasks to meet deadlines.
• Excellent written and verbal communication skills.
• Proficient with accounting computer systems and ability to learn multiple software applications.
• Strong knowledge of Google Workspace and Microsoft Office Suite; experience with Excel V-Lookups and Pivot Tables is a plus.
• Abide by and uphold organizational and department policies and procedures.
• Act with integrity, reliability, professionalism, and confidentiality.

Key Responsibilities

• Prepare bank deposits and process as needed.
• Responsible for all aspects of accounts payable and vendor communications.
  • Accounts payable process:
    • Assemble and review invoices and check requests, verify documentation, approvals, general ledger coding, and effective dates.
    • Post invoices into the accounting software system as needed and review imported data to ensure accuracy.
    • Ensure accurate and timely recording and approval of vendor invoices and payments through the online approval platform and accounts payable system.
    • Process check runs and ACH payments with vendor terms.
  • Business credit cards and reimbursement process administration. 
    • Review credit card charges to ensure they are supported by appropriate documentation, are coded correctly, posted in the proper accounting period.
    • Ensure that credit card charge “approvers” review and approve the statement charges in a timely manner.
    • Export approved credit card expense data into the accounting system and review the imported data to ensure accuracy.
    • Reconcile credit card transactions and statements each month.
  • Ensure that expense reimbursements are processed in compliance with organization fiscal policies.
• Assist with the payroll workflow as directed.
• Ensure accurate classification of expenses according to GAAP, department policies, and company budget.
• Support the MALT system of internal controls to safeguard assets through adherence to policies and procedures and GAAP.
• Assist the Director of Finance with the preparation of monthly financial reports, annual organization budgets and grant/contract budget, billing, and related financial reports.
• Support the month-end and year-end closing processes and contribute to various financial analyses.
  • Provide support preparing recurring journal entries, adjusting entries, bank reconciliation, and reconciliation of G/L accounts.
  • Provide assistance with audit and tax filing workpaper preparation.
  • Collect and maintain vendors’ tax information (W9) and assist in the preparation of annual 1099 forms.
• Prepare annual filings for compliance with multi-state registration requirements.
• Maintain electronic filing system of invoices, payments, and other records in compliance with internal and regulatory agencies’ record retention policies.
• Attend staff meetings and trainings, as scheduled or requested.
• Performs other duties and special projects as needed, such as:
  • Support Director of Finance in report creation. 
  • Office support.
  • Attend organizational special events as needed.

This is a part-time, non exempt, hourly position with a flexible schedule that accommodates in-person and work-from-home schedules, requiring presence in MALT’s office located in Point Reyes Station one day each week; the balance is remote work.