TCDA is seeking a highly organized and motivated individual to take the lead on our office administration in our fast-paced office. This is an in-person job at TCDA’s office in Tahoe City from Monday to Friday for 25 to 30 hours per week with summer being our busy season. 

There may be additional work required at our signature events on select nights and weekends. Some flexibility is available to work around school schedules.

Candidates should have 2 to 3 years of work experience, able to learn quickly, a self-starter, ability to work independently, and in a team environment. This is not an entry level position. You will hit the ground running helping with our events, beautification efforts, business vitality, and many other fun and important community projects. 

About TCDA: The Tahoe City Downtown Association promotes and enhances the Tahoe City and West Shore communities, serving as the local voice to maintain a vibrant and prosperous place to live, work, play, and visit. The TCDA Office Manager reports to the Executive Director. Our Strategic Plan guides the organization’s work. It can be viewed at visittahoecity.com. 

Compensation: $30 per hour. 25-30 hours a week. 40 hours paid personal time annually, plus 7 paid holidays. 

To apply: Send a resume, cover letter on why you would be the best candidate for the position, and at least 2 professional references. Incomplete applications will not be considered. Email kat@visittahoecity.com. 

Application closes March 21. 

Duties and Responsibilities:

Office Management:

  • Oversee daily office operations.
  • Maintain an organized, efficient, and well run office.
  • Provide administrative support to the board, committees, staff, subcontractors, and volunteers.
  • Manage office administrative tasks, including bank deposits, check printing, filing, and more.
  • Administer insurance renewals and ensure compliance.
  • Coordinate scheduling, billing, and the TCDA Streetlight Banner Program.
  • Attend Board meetings, assist with running virtual meetings, scheduling and maintaining compliant records for the Board of Directors.

Human Resources:

  • Handle onboarding for new employees and subcontractors as needed.
  • Handle HR forms and paperwork for compliance.
  • Serve as the primary point of contact for subcontractors and staff.
  • Maintain files for W2, W9, and I9 documents.

Membership:

  • Knowledge of GrowthZone or similar platform is preferred. 
  • Ability to assist with updating information if needed 
  • Work with the Executive Director & Events Manager to track sponsorships through GrowthZone. 
  • Pull reports for e-mail blasts and other needs. 

Event Management:

  • Secure and distribute required event permits and manage special event insurance in coordination with Events Manager. 
  • Assist with coordination of events
    Day of event support for Food & Wine Classic, Oktoberfest and 4th of July events, among others, if needed. 

Financial Management:

  • Work with TCDA’s bookkeeper and Finance Committee to ensure compliance of all financials for the organization, grants, and events. 
  • Manage & collect accounts receivable, invoicing, and statements for sponsorships, vendors, and donations.
  • Handle accounts payable, including incoming bills and outgoing checks, with assistance for bookkeeping.
  • Process credit card payments, maintain secure portals, and record transactions.
  • Coordinate with subcontractors, gather W-9 and release of liability forms, and assist with budgeting.
  • Provide general support for bookkeeping, including work tasks and annual tax return assistance.
  • Manage banking tasks and payroll processing in coordination with the bookkeeper. 
  • Review financial data, generate invoices, and maintain cash banks for events.
  • Ensure financial compliance and produce reports for various stakeholders.

Marketing & Promotions:

  • Provide assets and support to the Social Media Manager.
  • Add content to the website as needed to update blogs, events, and pages using WordPress. 
  • Maintain domain and web hosting services.
  • Coordinate with the graphic designer and Executive Director to ensure marketing materials are completed on time. 

Software proficiency in: 

  • Quickbooks
  • GrowthZone
  • WordPress
  • Google Workspace 
  • Zoom
  • Social media 
  • Asana or similar platform
  • WordPress
  • Canva