Qualifications

The ideal candidate will have a minimum of three years’ professional experience in an office administrator capacity, and hands-on bookkeeping experience is a strong plus. Typical work duties will include but not be limited to:

• Prepare correspondence, PowerPoint presentations and other materials using Microsoft Office programs, Word and Excel, and database management.
• Assist the Executive Director to prepare grant applications and required reporting per grant guidelines.
• Keep paper and electronic records organized and up to date.
• Assist with preparation for Board of Directors meetings and prepare the official meeting minutes.
• Assist with preparation of all necessary items required for annual audit by CPA firm and coordinate audit.
• Assist with annual fundraising tasks as requested; receive training (if needed) and become proficient in Customer Relations Management software (we currently use Donor Perfect).
• Assist with research, data gathering, and preparing public presentations and materials as requested.
• Retrieve mail from PO box and distribute.
• Keep the corporate calendar with all regulatory filings updated regularly.
• Ensure all insurance policies are current.
• Maintain required corporate filings.
• Ensure a smoothly operating and functioning office. Good technical skills are a plus.
• Familiarity with residential property management is a plus.

Work generally consists of accounting for costs of materials, supplies and payroll associated with the organization. In addition, some administrative duties include producing reports of activities for the Board of Directors, calendaring and recording of various permits and licenses, assistance with property management, and similar duties. 

Examples of typical tasks include:

• Prepare correspondence, PowerPoint presentations and other materials using Microsoft Office programs, Word and Excel, and database management.
• Assist the Executive Director to prepare grant applications and required reporting per grant guidelines.
• Keep paper and electronic records organized and up to date.
• Assist with preparation for Board of Directors meetings and prepare the official meeting minutes.
• Assist with preparation of all necessary items required for annual audit by CPA firm and coordinate audit.
• Assist with annual fundraising tasks as requested; receive training (if needed) and become proficient in Customer Relations Management software (we currently use Donor Perfect).
• Assist with research, data gathering, and preparing public presentations and materials as requested.
• Retrieve mail from PO box and distribute.
• Keep the corporate calendar with all regulatory filings updated regularly.
• Ensure all insurance policies are current.
• Maintain required corporate filings.
• Ensure a smoothly operating and functioning office. Good technical skills are a plus.

Provide regular bookkeeping support

In addition to the office management activities above, the ideal candidate will provide regular bookkeeping support. Please note, training can be provided for the bookkeeping function. Typical bookkeeping duties will include:

• Maintain the daily accounting within QuickBooks, prepare payments and reports as requested.

• Receive all remittances, properly code, record and deposit in appropriate bank accounts, and acknowledge receipts of donations.
• Receive all bills, route for appropriate approvals, code and prepare for payment in a timely manner.
• Print checks for authorized signatures, then mail.
• Perform annual 1099 reporting process for vendors.
• Manage time tracking process for employees and contractors with hours billable to grants for financial and grant reporting.
• Prepare monthly and quarterly financial reports for Executive Director and Board of Directors.
• Prepare payroll checks and reports, submit required deposits with State and IRS.
• Maintain accounting procedures and policies and systems of internal controls to ensure the integrity of all financial systems.

As a small organization operating in a dynamic environment, a significant amount of flexibility and teamwork is required.

To be considered for this opportunity

Please forward your resume with a cover letter, including your hourly rate and three current references, to: jennifer@ourtownsthelena.org

If you have any questions, please call me at (707) 812-9839 or send me an e-mail at the address above.

Jennifer La Liberte
Executive Director
Our Town St. Helena