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Office Manager / Bookkeeper

This job is no longer available

Somerville, MA, United States
Full-time

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

 

Areas of Responsibility: 

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
Skills/Experience: 

LEVEL OF LANGUAGE PROFICIENCY

Proficiency in Spanish, Haitian Creole, or Portuguese a plus

PROFESSIONAL LEVEL:

Professional

MINIMUM EDUCATION REQUIRED:

4-year degree

Compensation/Benefits: 

Salary Range: $40,000 - $45,000

Benefits package offered 

Additional Information: 

HOW TO APPLY

[email protected]

http://www.teph.org

To apply, please send your resume and cover letter to [email protected]

Organization Info

Listing Stats

Post Date: 
Oct 4 2017
Active Until: 
Nov 4 2017
Hiring Organization: 
The Elizabeth Peabody House
industry: 
Nonprofit