bookkeeper

FISCAL OFFICER / OFFICE MANAGER

POSITION SUMMARY

The Office Manager/Fiscal Officer is responsible for overseeing the organization's administrative and financial operations. This position serves as the primary administrative support to executive leadership and is responsible for office management, payroll administration, accounts payable and receivable, grant accounting, budgeting support, financial reporting, and ensuring compliance with applicable local, state, and federal regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE OPERATIONS

· Manage daily office operations and administrative functions.

· Serve as the primary point of contact for clients, vendors, government agencies, auditors, and business partners.

· Prepare correspondence, reports, meeting materials, and official documents.

· Coordinate leadership and board meetings, including agenda preparation, meeting packets, minutes, and related documentation.

· Maintain organizational records, contracts, policies, resolutions, and administrative files.

· Assist with records retention and responses to records requests.

FISCAL MANAGEMENT

· Process accounts payable and accounts receivable.

· Prepare and process payroll, payroll tax filings, retirement reporting, and related payroll records.

· Maintain accounting records and general ledger transactions.

· Reconcile bank accounts, credit card statements, and financial records.

· Prepare monthly, quarterly, and annual financial reports for leadership and governing boards.

· Assist with development and monitoring of the annual operating budget.

· Monitor expenditures and revenues to ensure fiscal accountability and budget compliance.

· Coordinate annual financial audits and provide supporting documentation to auditors.

· Prepare invoices, deposits, journal entries, and financial reconciliations.

GRANT ACCOUNTING AND REPORTING

· Manage financial tracking and accounting for federal, state, local, and private grant programs.

· Prepare reimbursement requests and supporting documentation.

· Monitor grant expenditures to ensure compliance with funding requirements.

· Maintain grant files and supporting documentation for audit purposes.

· Prepare financial reports required by funding agencies.

· Assist with grant applications by providing budget information and financial data

COMPLIANCE AND REPORTING

· Prepare and submit reports required by regulatory agencies and funding organizations.

· Ensure compliance with accounting standards, grant requirements, payroll regulations, and organizational financial policies.

· Assist in preparing financial information for leadership meetings, budget presentations, and planning sessions.

· Promote financial transparency through accurate recordkeeping and timely reporting.

PREFERRED QUALIFICATIONS

· Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

· Three to five years of progressively responsible experience in accounting, finance, or office management.

· Experience with grant accounting, budgeting, and financial reporting.

· Experience processing payroll, payroll tax reporting, and employee retirement reporting.

· Knowledge of Generally Accepted Accounting Principles (GAAP).

· Experience coordinating annual audits and preparing financial documentation.

· Proficiency with accounting software, Microsoft Excel, Word, and financial reporting systems.

· Strong organizational, analytical, and problem-solving skills.

· Excellent communication and customer service abilities.

· Ability to maintain confidentiality and manage multiple priorities with accuracy and professionalism.