Finance & Office Manager

Job Overview
We are seeking a dynamic and energetic Finance and Office Manager to join our team. This role will be responsible for bookkeeping functions, board reports and finance committee, benefits management, and office logistics. The Finance and Office manager will also work closely with other organizational leadership to help craft the future direction of WMSI and its funding models. The Finance and Office Manager will be supervised by the Executive Director and will work closely with administrative and programmatic teams.

Responsibilities:

• Bookkeeping:
  • Compiles annual budget.
  • Maintains records on all company transactions.
  • Manages relationship with accountant and prepares data for 990.  
  • Generates accurate and timely financial reports and analyses
  • Prepares & posts monthly journal entries for a variety of accounts
  • Documents and reviews financial practices and procedural changes
  • Discussion and development of strategy surrounding cash overages 
  • Provide Financial details and reports for special projects that allow WMSI staff to effectively make decisions
  • Trains/assists employees with Quickbooks transactions.
  • Accounts payable/ Processes timely bill payments for expenses.
  • Accounts receivable
  • Prepares invoices and reports for monthly governmental contracts
  • Timely account reconciliation each month.
  • Submits Quarterly Federal Tax payments.
• Board Management:
  • Generates regular board reports. 
  • Serves as the staff liaison for the finance committee, with support from the ED
  • Regularly attends full board meetings, as needed. 
  • Assists ED in preparing board materials in advance of meetings. 
• Office Management:
  • Assists Director of Programs with preparation of invoices and contracts
  • Maintains and inventories office and programmatic tools
  • Organizes staff retreats and trainings
  • Manages office filing systems
• Development Management:
  • Assists Director of Development & Marketing with the logistics of all grants and donor management, including:
    • Data entry.
    • Processing of appeal and thank you letters.
    • Social media donation campaign marketing.
    • Support with grant applications, as needed. 
    • Grant reporting and paperwork.
• Human Resources Management:
  • Processes new hire paperwork and reporting.
  • Bi-Weekly payroll processing.
  • Processes state payroll taxes
  • Benefits administration, including:
    • Manages 401K benefits program.
    • Healthcare enrollment and payments
    • Staff professional development stipends
  • Regularly reviews the employee handbook.

Qualifications:

• Post secondary degree in relevant field or related work experience. 
• Strong written and verbal communication skills.
• Excellent interpersonal and relationship-building skills.

Skills and Competencies Required:  

• Experience with Quickbooks Online - essential. 
• Experience with Google Suite - a plus
• Excellent attention to detail. 
• Strong time management and prioritization skills. 
• Proven ability to produce high quality work in a busy work environment. 
• Comprehensive, basic technical and technological acumen. 
• Proficient communication skills—interpersonal, verbal, and written. 
• Strong interpersonal skills—adaptable, collaborative, friendly. 

Work Environment / Physical Requirements: 

• Routine office environment. 
• Able to lift/maneuver up to 20 pounds on occasion, and at varying heights. 
• Nights / weekend work occasionally required.

Position Details:

• Part time position, estimated at 12-25 hours per week, dependent on candidate’s schedule availability. 
• Benefits include 401K retirement plan with up to 3% salary match, pro-rated vacation, sick time, professional development stipend, and health care for employees averaging over 20 hours/week. 
• On-site position with the option for remote work, depending on weekly meeting schedules and organizational needs.