Bookkeeper/Office Manager

Bookkeeper / Office Manager

Our client is a nonprofit organization based in Hudson, New York, supporting businesses and community-focused programs through financial assistance, technical support, grant programs, and other resources designed to foster sustainable economic growth. The organization offers a collaborative, mission-driven environment and works with a broad range of businesses, partners, and community stakeholders throughout the region. This is an important role within a small, mission-driven organization and is ideal for someone who enjoys taking ownership of both bookkeeping and general office responsibilities. The successful candidate will work closely with organizational leadership and outside professional advisors to maintain accurate financial records, support financial reporting and budgeting, assist with payroll and compliance, and ensure that administrative operations run efficiently. The position requires someone who is detail-oriented, dependable and comfortable managing multiple priorities in an environment where responsibilities can extend beyond a traditional bookkeeping role.

What The Job Entails

Bookkeeping & Financial Operations

Maintain accurate and timely financial records in QuickBooks.

Manage day-to-day bookkeeping activities, including accounts payable and accounts receivable.

Record deposits, payments, expenses and other financial transactions.

Perform bank, credit card and other account reconciliations.

Maintain the general ledger and ensure transactions are properly coded and categorized.

Assist with organizing the chart of accounts and maintaining financial information in a manner that supports accurate reporting by program, grant and organizational activity.

Prepare routine financial reports for management and assist with monthly, quarterly and year-end reporting.

Assist leadership with budgeting, forecasting and monitoring actual results against budget.

Help maintain appropriate documentation supporting grants, programs, contracts and other funding sources.

Track expenses and financial activity associated with individual programs and funding sources.

Assist with grant-related financial reporting and maintain supporting documentation as required.

Coordinate with the organization's outside accountants, auditors and other financial professionals.

Assist with preparation and organization of information required for annual audits, tax filings and regulatory reporting.

Maintain organized financial files and supporting documentation.

Payroll & Employee Administration

Coordinate and/or process payroll and ensure payroll information is accurate and submitted timely.

Maintain payroll records and supporting documentation.

Assist with employee onboarding and related administrative paperwork.

Maintain personnel files and other employee-related records.

Coordinate employee benefit and payroll-related information with outside providers as needed.

Office Management & Administrative Support

Oversee the day-to-day administrative functions of the office.

Maintain organized office systems, records, files and documentation.

Serve as a central resource for general office and administrative needs.

Coordinate office supplies, equipment, vendors and service providers.

Assist with scheduling meetings, maintaining calendars and coordinating internal and external meetings as needed.

Support preparation and organization of materials for management and Board meetings.

Assist with recordkeeping associated with Board and committee activities when needed.

Help maintain organizational policies, procedures and administrative records.

Coordinate technology, software access, equipment and other resources for employees.

Provide administrative support to senior leadership and other team members as needed.

Communicate professionally with employees, Board members, vendors, program participants, community partners and other outside parties.

Identify opportunities to improve bookkeeping, office systems, processes and internal controls.

Handle confidential financial, employee and organizational information with appropriate discretion.

Your Background

5+ years of progressive bookkeeping, accounting and/or office management experience.

Strong hands-on experience with QuickBooks; QuickBooks Online experience is strongly preferred.

Solid understanding of general bookkeeping principles, including accounts payable, accounts receivable, general ledger activity and account reconciliations.

Experience preparing financial reports and supporting month-end and year-end accounting processes.

Experience working with payroll and payroll service providers.

Strong proficiency with Microsoft Office, particularly Excel, Word and Outlook.

Excellent organizational skills and exceptional attention to detail.

Ability to establish and maintain effective accounting and administrative systems.

Ability to manage multiple responsibilities and competing priorities independently.

Strong written and verbal communication skills.

Professional judgment and discretion when handling confidential information.

A proactive, resourceful and solutions-oriented approach.

Strong work ethic and willingness to assist wherever needed within a small organization.

Ability to work effectively both independently and collaboratively as part of a team.

Preferred Experience

Previous experience working for a nonprofit organization.

Experience with grant-funded organizations and/or grant accounting.

Familiarity with restricted funding, program accounting or tracking financial activity by grant, contract or program.

Experience assisting with nonprofit audits and Form 990 preparation.

Experience supporting an organization receiving government or foundation funding.

Experience working within a small organization where accounting and office-management responsibilities overlap.

Experience improving QuickBooks processes, charts of accounts, reporting structures or internal accounting procedures.

Education

An associate or bachelor's degree in Accounting, Finance, Business Administration or a related field is preferred. Relevant hands-on bookkeeping and office management experience may be considered in lieu of a degree.

The Ideal Candidate

The ideal candidate is a hands-on professional who enjoys being the person others can rely upon to keep the financial and administrative side of an organization organized and running smoothly. This individual will be comfortable moving between bookkeeping, financial reporting, payroll, administrative responsibilities and special projects throughout the day. They will bring structure and accuracy to the role while also recognizing that, within a small organization, flexibility and a willingness to help outside of a narrowly defined job description are important. Someone who is naturally organized, takes ownership of their work, notices when something does not look right and follows through until an issue is resolved will be particularly successful in this position.

The compensation for this position ranges from $70,000.00 - $90,000.00. Actual compensation will be dependent upon the specific role, office location as well as the individual's qualifications, experience, skills and certifications.