Administrative Assistant/Bookkeeper post - Big Oak Canyon

Hiring Announcement

Earthroots is a non-profit 501(c)3 education organization dedicated to cultivating a sense of care and connection between people and the natural world. Earthroots inspires life-long dedication to environmental stewardship & community through deep nature connection mentoring. 

In our creative learning environments, Earthroots participants gain a better understanding of how all of life is connected. They experience how our actions influence the world around us. With this understanding, we hope that individuals then make choices in their daily lives to improve the health of the earth, themselves and each other.

Earthroots is an equal opportunity employer and encourages BIPOC candidates, people identifying as LGBTQIA+, people with disabilities and people with working class backgrounds to apply.

The Administrative Assistant/Bookkeeper is responsible for performing a range of clerical, administrative, and bookkeeping tasks to support daily the operations of the organization. This is a remote position, though occasional local pick-up and deliveries to and from Silverado Canyon and Trabuco Canyon may be required, so it is preferred that the hired applicant lives in Orange County, California.

Administrative Assistant/Bookkeeper Position

  • Job Opening Announced February 2023
  • Interviewing Mid-March
  • Selection by March 24, 2023
  • Proposed Start Date – March 27, 2023
  • This is a part time, contracted position, approximately 15-20 hours per week
  • Administrative Assistant/Bookkeeper reports directly to the Operations Manager & Executive Director, as needed
  • We share bookkeeping tasks between two bookkeepers

Administrative Assistant/Bookkeeper responsibilities include but are not limited to:

  • Completing various clerical tasks including scanning, copying, printing, mailing and data entry of various forms and documents
  • Writing and updating documents
  • Organizing and managing files, waivers, and scholarship applications on Jotform & Google Workspace
  • Inputting student/family information into QuickBooks and uploading Participant Waivers into QuickBooks
  • Helping maintain accounts in Neon (CRM), including managing duplicate accounts
  • Accessing waivers via Jotform (and scan handwritten forms) and inputting information (and forms) into Google Drive, Quickbooks, Interest List, Namaste and external hard drive
  • Preparing and mailing packet of waivers and attendance list for instructors (prior to start of class/event) – may email last minute waivers to instructors to print at home
  • Capturing e-mail addresses from registration forms/participant waivers and inputting into newsletter program (Namaste Light) 
  • Supporting other staff members with various administrative tasks as needed
  • Corresponding with senior bookkeeper to receive list of donations in order to handwrite thank you cards to donors 
  • Assist with Programs/Events by responding to initial inquiries, ensuring collection of all Participant Waivers, and following up after field trip by sending Program/Event Survey to organizers and adult participants
  • Saving and organizing photos sent by staff members from various classes and events into a shared Google Drive folder
  • Occasional local pick-up and deliveries to and from Silverado Canyon and Trabuco Canyon
  • Periodically filing waivers in Earthroots office
  • Handling all accounts receivable/billing for the organization and follow up on all unpaid invoices including Purchase Orders
  • Support Senior Bookkeeper with the following tasks, as needed
    • Ensuring timely payment of all accounts payable and bills
    • Assisting with reconciling credit card statements, Paypal, Stripe, online ACH and other payments
    • Preparing various Quickbook reports
    • Entering bank deposits to Quickbooks and apply payment to invoices/sales receipts 
  • Ensure accurate follow up of all correspondence regarding finances


  • 2-3 years experience in a similar role
  • Proficiency in Google Workspace
  • Experience working in Quickbooks
  • Excellent organizational skills, ability to prioritize, and comfortable working independently
  • Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation
  • Proficiency analyzing financial information
  • Accounting experience
  • Data entry skills
  • Strong interpersonal skills
  • Attention to details
  • Cooperative ability to adapt and manage change in the workplace
  • Must have valid driver’s license or government issued ID
  • Must live in or near Orange County, CA


  • Starting at $20/hour
  • Flexibility in terms of schedule and location
  • Professional development opportunities
  • Access to Earthroots private wilderness site, Big Oak Canyon
  • Supplementary learning workshops
  • Positive collaborative working environment

To apply, send resume to [email protected].