Job Title: Bookkeeper/Administrative Assistant
Reports to: Executive Director
Status: Part-time, 10+ hours/week, Non-Exempt
Hours: Flexible schedule required
Summary: The primary purpose of the Bookkeeper/ Administrative Assistant is to perform all bookkeeping duties, provide office reception and assist the Executive Director with general office and grant management, donor support, coordinates with program managers for data collection.
Essential Duties:
Bookkeeping Duties:
Enter deposits and non-cash (in-kind) donations into QuickBooks Online
Maintain grant recordkeeping both physical and electronic records
Pay invoices and authorized reimbursements. Prepare and print checks
Make monthly Journal entries to record in-kind donations and authorized adjustments
Maintain bookkeeping records in a consistently orderly way
Maintain PCS inventory records and depreciation schedule
Access and post payroll and tax information from PayChex
Reconcile bank accounts and donation receivable accounts monthly
Finalize bookkeeping entries by the 15th of the month so financial reports are ready
Reception/ general office
General reception duties, including answer the door and telephone, process deposits, receive and sort in-kind donations and donations as per donation policy, and accept deliveries
Maintain files, computer files, important documents and public document binders as per document management policy and in accordance with file management best practices
Maintain the overall cleanliness of the office
Pick up and drop off mail at the post office, distribute mail to appropriate volunteers
Maintain office supply inventory, order supplies and maintain supply area
Maintain office printers including cartridges and schedule maintenance
Attend volunteer meetings i.e. Financial Oversight, Fund Development and Board of Directors
Participate in health and safety trainings
Attend PCS events
Development
Maintain and update donor database, data entry of donation and donor information, reports, and acknowledgement letters
Identify, research and write grants; track and manage grants funded, and prepare reports
Education/Experience:
AA degree in office administration preferred
Two years of professional work experience
Required knowledge/skills/Qualifications
Intermediate level ability with Microsoft Excel
Minimum 2 years’ experience as a bookkeeper
Basic knowledge and understanding of GAAP
Effective communication skills
Attention to detail
Ability to maintain focus and accuracy
Sign an NDA – PCS finances
Demonstrate understanding of confidentiality and maintain strict confidentiality about PCS’s donors and clients
Preferred Skills/Abilities:
Proficient in using QuickBooks with Quick Books Online preferred
Knowledge of PayChex website preferred
Knowledge of basic accounting with non-profit bookkeeping preferred
Experience with Microsoft Office
Experience with database entry, reports, merges, and maintenance
Good writing, proofreading and spelling skills
Good planning and organizational skills, ability to focus, multi-task and prioritize
Possess awareness of and respect for cultural differences
Supervisory Responsibilities:
This position has no direct supervisory responsibilities.
Physical Demands:
May require prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 30 pounds at times.
Executive Director______________________________________ Date ________________
Employee/Volunteer signature below indicates the employee's/volunteer’s understanding of essential duties and requirements.
Employee/Volunteer______________________________________ Date____________________
