Office Manager

  • Palo Alto, CA, USA
  • Mar 13, 2019
Part time Accounting Admin-Clerical Nonprofit-Social Services

Job Description

Organization: Acterra

Title: Office Manager

Hours: Half time (20 hours per week), Nonexempt

Acterra is a Bay Area-focused environmental organization based in Palo Alto that brings people together to create local solutions for a healthy planet. The organization’s roots go back to 1970 with a history of inspiring and motivating action for change. Acterra and its predecessor organizations developed innovative programs for land stewardship, energy conservation, and residential and commercial recycling. Acterra now focuses its efforts on the most urgent issue of our time: climate change. It promotes and supports energy efficiency and renewable energy, corporate sustainability, and advocacy to build an informed and empowered citizenry.

Acterra offers a number of programs that bring people together to create local solutions for a healthy planet, including:

  • Climate Resilient Communities: an environmental justice program that helps residents in low- income communities create resilience against climate change impacts;

  • Karl Knapp GoEV Program: a program that helps accelerate the shift from fossil fuels to renewable energy by educating people about the benefits of electric vehicles and helping them with their decisions to purchase or lease a vehicle and to get EV chargers;

  • Green@Home: an educational program to help residents take action to reduce their home energy waste;

  • Business Environment Awards: a program that honors the accomplishments of organizations with innovative sustainability programs and recognizes environmental leaders;

  • Silicon Valley Green Team Network: a volunteer network that provides a venue for employee sustainability advocates to help increase sustainable behavior in their organizations and to help them share best practices in their workplace with other companies;

  • Public Lecture Series: a bi-annual series of innovative and motivating lectures that build awareness of emerging environmental issues and solutions.

For more information on Acterra and its programs, please visit


The Office Manager provides for the smooth and efficient administration of the organization, including support for its financial management, human resources, data management, facilities, and governance.

Reports to: Executive Director

Job Responsibilities

Human Resources

  • Serve as staff liaison with HR and benefits vendors, including payroll service, insurance providers, and retirement fund.

  • Maintain employment files.

  • Support the on-boarding and off-boarding of all employees

    Financial Management

  • Partner with Development Manager in opening and processing mail
  • Coordinate tracking of credit card charges using Expensify online platform

  • Produce weekly donation reports


  • Serve as liaison with building manager and other tenants

  • Manage room reservations on behalf of Board and staff


  • Support Board members in maintaining all Governance documents

  • Provide physical setup for all Board and Committee meetings

  • Schedule conference and video calls

    Data Management

  • Maintain Acterra’s cloud-based document storage

  • Update staff and Board contact lists

  • Maintain constituent records in eTapestry platform

  • Other duties as assigned.


  • Strong organizational skills required.

  • Proficiency required in common software applications such as Excel, Word, and Google Docs.

  • Experience with data platforms such as eTapestry or QuickBooks a plus.

  • Proficiency in basic math required.

  • Ability to exercise discretion in dealing with confidential information.

  • Strong interpersonal skills.

  • Bachelor’s degree or at least three years of experience in administrative or office management positions is required.

  • Passion for action addressing climate change is required.


Acterra strives to provide equitable and competitive compensation for all of its employees. Benefits include health insurance (50% employer-funded), access to a 403B (employee-funded) retirement plan, a flexible work schedule, generous holiday and paid leave policies, and a highly collegial work environment. Opportunity to make a meaningful impact on climate change. Opportunity to learn extensively about nonprofit management, fundraising, and governance.


To apply, provide a resume and compelling cover letter that describes your interest in and qualifications for the position. Application should be submitted to Position remains open until filled.


Acterra strives to ensure that the organization is welcoming and inclusive. Acterra does not discriminate as to gender, race, culture, ethnicity, sexual orientation, religious beliefs, social background, disability, pregnancy, marital status, political affiliation, or age. Acterra strives to include persons from traditionally under-represented groups and complies with all applicable national and local laws pertaining to non- discrimination and equal opportunity.

When applying, please note that you saw the job posted on the NOVA Job Board. If you need help with your resumé, please see a NOVA Career Advisor.