Administrative Assistant

The Administrative Assistant / Bookkeeper supports the daily administrative and financial operations of Literacy Volunteers of Kennebec (LVK). The position maintains accurate and organized records, provides clerical and program support, coordinates volunteer information and schedules, and performs routine bookkeeping and financial reporting. The role works closely with the Executive Director and communicates with Board members, volunteers, community personnel, vendors, and other stakeholders as needed. Essential Duties and ResponsibilitiesAdministrative and Office Support Position Summary The Administrative Assistant / Bookkeeper supports the daily administrative and financial operations of Literacy Volunteers of Kennebec (LVK). The position maintains accurate and organized records, provides clerical and program support, coordinates volunteer information and schedules, and performs routine bookkeeping and financial reporting. The role works closely with the Executive Director and communicates with Board members, volunteers, community personnel, vendors, and other stakeholders as needed. Administrative and Office Support Answer the telephone; receive, document, and route inquiries appropriately. Provide general clerical and administrative assistance to the Executive Director. Help maintain smooth office operations, including communicating concerns related to facilities and technology equipment. Coordinate with the LVK Technology Consultant as needed related to office technology and tutor/learner technology support needs. Organize and maintain administrative records so information is available for review and follow-up. Assist with fundraising activities, Annual Appeal, and special events as requested. Assist with brochures, newsletters, promotional materials, social media outreach, and volunteer outreach as requested by the Executive Director. Volunteer, Tutor, and Learner Support Send monthly reminders related to tutor hour submissions. Collect tutor timesheets and volunteer hours and enter the information into the appropriate database on a timely basis. Maintain schedules for the office and classroom use. Help ensure tutors have needed materials, books, and other learning supplies. Help ensure the books and materials in the library and classrooms are kept orderly. Bookkeeping and Transaction Processing Maintain the organization’s bookkeeping records in QuickBooks Online or a comparable accounting system. Record deposits and donations, including information needed to track donors. Review and record bills to the appropriate accounts and programs; process approved payments in a timely manner. Review and categorize income, expenses, and other financial transactions using the organization’s established accounts and categories. Record credit card purchases, maintain supporting forms and receipts, and reconcile activity to monthly credit card statements. Review transactions for accuracy and completeness and follow up on items that are unclear or appear incorrect. Maintain supporting documentation so transactions and reports can be explained and reviewed when needed. Reconciliations and Financial Reporting Obtain monthly bank statements and reconcile all bank accounts to the accounting records. Compare accounting records with bank information and other available records; investigate and correct discrepancies with appropriate staff or Board members. Prepare and retain periodic transaction-by-account reports following bill payment and posting activities. Prepare monthly financial reports, including a statement of activities/profit and loss report and an updated budget comparison, for review by the Executive Director and/or Board of Directors. Review financial reports for accuracy and completeness and keep completed reports organized for future reference. Communicate financial questions, discrepancies, and follow-up items to the Executive Director and Board representatives, as appropriate. Be available to meet with the Board Treasurer, Board Chair, and/or other authorized representatives as needed. Annual Setup, Documentation, and Continuity At the beginning of each year, set up the financial reports and accounts to be used for that year. Update reporting categories when changes are approved by the Board of Directors. Ensure annual reports reflect the current budget and the organization’s financial reporting needs. Maintain written documentation of recurring administrative and bookkeeping processes. Support orderly transitions by explaining established processes, reviewing current reports, and answering questions for authorized staff or successors. Qualifications Excellent communication, organization, follow-through, and attention to detail. Ability to maintain strict confidentiality of staff, volunteer, student, donor, and financial information. Proficiency with data entry and common office software. At least one year of experience using QuickBooks or a comparable accounting system Ability to categorize transactions, maintain supporting documentation, reconcile accounts, and prepare routine financial reports. Associate degree, or high school diploma with at least two years of relevant office experience. Ability to communicate professionally with staff, volunteers, Board members, vendors, and community partners. Core Competencies Accuracy and sound recordkeeping Confidentiality and professional judgment Organization and priority management Clear, responsive communication Independent follow-through and timely escalation of questions Commitment to Literacy Volunteers of Kennebec’s mission and community service #J-18808-Ljbffr