Bookkeeper / Office Administrator

The Office Administrator will operate as the organization’s gatekeeper, ensuring smooth operation and accurate financial record keeping. They will be responsible for managing financial records and transactions and providing administrative support. A close working relationship with the Women and Girls Fund Executive Director, Treasurer, and Marketing & Event Coordinator is critical.

Financial and Compliance

• Maintain accurate and up to date financial records utilizing QuickBooks.
• Reconcile bank accounts, monitor cash flow, and assist in cash management.
• Accurately process all organization donations, gifts, acknowledgements and pledge payment reminders.

• Generate financial statements for leadership review ensuring compliance with relevant accounting standards and regulations.
• Process payroll and payment of all expenses in accordance with policies and established internal control processes.
• Provide support for annual financial audits and form 990 preparation. Maintain backup documentation for easy access.
• Assist in budget preparation and monitoring.
• Maintain confidentiality of financial and sensitive information.

Organizational/Record Keeping

• Maintain database of donors and event attendees including contact and constituents’ information, gift entry; provide reporting as needed.

• Support the Executive Director in maintaining board records and meeting materials.

• Assist in maintaining and organizing filing systems digitally.

Donor, Grantee Relations and Communication

• Assist the executive director with prospect/donor engagement and solicitation, and record activity.
• Provide clerical support for the grant making process.
• Answer email and phone calls, provide timely and professional follow-up for all correspondence.
• Provide exceptional customer service to event attendees, donors, vendors and other stakeholders.

Experience

The ideal candidate will:

• Have proven experience as a bookkeeper or similar role, have a solid understanding of accounting principles and financial statement preparation. Experience in QuickBooks or similar program is essential.

• Be proficient in Microsoft Office Suite, and donor database management tools.

• Have exceptional organizational skills and a demonstrated record of attention while managing multiple tasks and solving problems.
• Demonstrated success in working with various stakeholder groups and diverse populations.

• Independent learner with experience in a position with a variety of tasks.
• Ability to work under and manage deadlines.

• Have a strong alignment with the Women and Girls Fund’s mission.