Bookkeeper/Administrative Coordinator

Website: foodgroupwy.org

Mission: Seeking to alleviate childhood hunger in Sheridan County, WY by providing nourishment to children.

Job Title: Bookkeeper/Administrative Coordinator

Supervisor: Executive Director

Position Summary: The Food Group Administrative Assistant is a responsible, enthusiastic, personable individual who is a vital team member providing support and assistance for The Food Group Executive Director, Program Director and Operations Coordinator. Primary responsibilities include data entry, record keeping, and general office work. This position reports directly to the Executive Director.

Hours and Schedule

• 20 hours per week
• Required schedule Tuesday - Thursday  9:00am - 1:00pm
• Remaining hours are flexible and scheduled based on mutual agreement with Executive Director
• Hourly wage - $30.00

• Quickbooks Maintenance

• Pay Bills, track and code all expenses
• Deposit Checks/cash, review and record online donations, email online donation recognition, track and code all income
• Submit payroll reports to accountant, runs reports, prepares payroll
• Work with ED, staff, and accountant to ensure accurate financial reporting
• Monthly reconciliation & credit card reconciliation, and general clerical functions

• Assist ED with monthly and quarterly financial reports, 990 preparation, and other tasks related to maintaining financial records/accountant needs.

• Donor donation processing and donor database management
• Assist ED with monthly donor reports/call lists, WYOGives promotion and donation reports, annual ask letter mailing, and annual impact report mailing, other reports as needed
• Ensure data integrity through accurate data entry and ongoing cleanup efforts
• Assist in donor and volunteer recognition     
• Assist in fundraising activities and special events

• Check mailbox and phone voicemails
• Assist ED with bank accounts, utilities and vehicle registrations
• Assist ED with routine business filings and reports, insurance accounts, etc.
• Perform general office clerk duties and errands
• Assist with onboarding and offboarding employees
• Assist ED with building maintenance schedule/contract service
• Working knowledge of SORTLY Inventory Management System

• Assist ED in setting yearly board meetings, ensure dates are set in calendar for all
• Assist ED in updating annual board binder documents
• Assist with committees (prepare notes if requested) and attend board meetings as requested by ED

• Carrying out the mission of The Food Group
• Promote and  incorporate TFG mission/ core values into all programs and daily responsibilities
• Positive and professional role model with volunteers and community
• Must be sensitive to issues of poverty, as well as donor attitudes
• Handle sensitive information in a professional and confidential manner
• Attend weekly team huddles and monthly meetings
• Consistent Communication with FG team to fully understand program and organization objectives and messaging
• Collaborative Team Player/Cross-train with FG team on additional tasks

• Proficiency in QuickBooks (Desktop and/or online)
• Strong understanding of general bookkeeping practices
• Experience with payroll processing and reporting
• Ability to manage monthly bank and credit card reconciliations
• Comfort generating financial reports and working collaboratively with an Executive Director and outside accountant
• Experience with database systems a plus
• Accuracy in data entry, with a strong eye for detail
• Proficient in Microsoft Office Suite
• Comfortable performing office errands and managing incoming communications (phone, mail)
• Competency in basic tech troubleshooting and comfort learning new systems
• Ability to take meeting notes and assist with preparation of monthly board packet
• Comfortable coordinating schedules and supporting board-related communications

• Excellent organizational and clerical skills
• Ability to multitask and prioritize daily work
• Detail-oriented and deadline-conscious
• Strong team-player how can work collaboratively
• High level of discretion and confidentiality
• Proactive and self-motivated; can work well independently
• Ability to adjust to, and work within changing environments and varying levels of distractions
• Enjoys interacting with people of all ages and from diverse backgrounds.

• High school diploma and/or GED and targeted job related education that meets organization’s prerequisite requirements
• College degree preferred

• Use of personal phone
• Ability to lift 40 pounds
• Must have a valid driver’s license and reliable transportation
• Must be able to pass a criminal background check