Office Manager / Bookkeeper

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