DESCRIPTION
The Elizabeth Peabody House is a non-profit organization located in Somerville, MA. Our mission is to support families in our community in reaching their full potential through early childhood education, youth development and enrichment, and family services.
Position Overview
Job Title: Office Manager / Bookkeeper
Program: Administration
Location: 275 Broadway Somerville, MA 02145
Supervisor: Executive Director/CFO
Salary: $40,000 - $45,000
Hours: Full-time - 40 hours per week
The Office Manager/Bookkeeper is Responsible for:
Administrative & Office Services
- Ensuring administrative reporting and compliance of EEC Licensing and NAEYC Accreditation.
- Implement office operations and procedures
- Oversees reception duties, including phones and greeting clients and families
- Control agency mailing and correspondence
- Manage supply requisition process
- Maintain office equipment, including liaising with relevant contractors and service providers
- Maintaining CACFP Food Program for organization – includes billing, monthly expense reporting, site observations and maintenance of all records
Accounts Payable
- Manage coding and data entry of all bills/invoices
- Ensure timely payment of all bills/invoices
Accounts Receivable
- Ensure timely distribution of all invoices to customers, including billing for parents
- Submit and monitor monthly EEC State billing for Voucher and Contract subsidy reimbursement
- Collect, deposit and record all customer payments
- Processing and recording bank deposits
- Ensure collection of past due balances
- Establish payment plans for customers if necessary
Additional Accounting Tasks
- Management and disbursement of petty cash supply and record keeping of all transactions
- Ensuring the maintenance and implementation of Internal Control procedures
- Assist in monthly and annual closings
- Prepare monthly Journal Entries and additional entries when needed
- Assist with annual Audit preparation, year-end closing and monthly financial statements
Human Resources
- Gather time sheet data and process bi-weekly payroll through outsourced payroll company
- Record bi-weekly payroll journal
- Oversee & manage the occurrence of workers compensation and unemployment claims
- Monitor and maintain personnel records including electronic files, vacation and sick time, and employee benefits
- Orienting new employees and ensuring that all paperwork and qualifications are filed accordingly
- Manage annual audit of employee personnel files
Office Records
- Ensure filing systems are maintained and up to date for all receipts, disbursements, invoices, contracts, etc.
- Ensure protection and security of files and records
- Ensure effective transfer of files and records
- Transfer and dispose records according to retention schedules and policies
Fundraising and Development
- Assist in direct mailing to donors
- Assist the planning of special events
- Assist in maintaining donor database
Additional Job Functions
- Supervise cleaning and maintenance staff
- Assists with general agency functions and logistics planning
- Maintain a pleasant work environment
- Other administrative duties as assigned
Qualifications
- Bachelor’s degree
- Degree in accounting, bookkeeping, business administration or related field strongly preferred
- Experience with accounting systems (QuickBooks-Nonprofit) strongly preferred
- Experience working in non-profit organizations preferred
- Professionalism and excellent people skills; customer service-focused
- Excellent verbal/written communications skills
- Strong work ethic and attention to detail required
- Demonstrated skill working with financial information and maintaining records
- Requires proficiency in Quick Books, Excel and Word
- Highly proactive and action-oriented
- Demonstrated ability to follow through on tasks assigned
- Superior organizational skills and ability to multi task
- Desire for professional growth and to accept increasing responsibilities
- Proficiency in Spanish, Haitian Creole, or Portuguese a plus
LEVEL OF LANGUAGE PROFICIENCY
Proficiency in Spanish, Haitian Creole, or Portuguese a plus
PROFESSIONAL LEVEL:
Professional
MINIMUM EDUCATION REQUIRED:
4-year degree
Salary Range: $40,000 - $45,000
Benefits package offered
HOW TO APPLY
To apply, please send your resume and cover letter to [email protected]