Office Manager / Bookkeeper

Jan 11 2023
ALTRES Office |Honolulu|Full Time, $42,000 - $48,000 / year
Job Description

Seeking an experienced Office Manager/Bookkeeper to provide bookkeeping and operational services to manage the assets of a large foundation.

Transactions include donations and membership dues, general contributions, fundraising event sponsorships and tickets, product sales and auction income, investments, donations of stock or non-cash assets, grants or restricted contributions, and other means of charitable support.

5+ years of accounting experience as well as accuracy, good communication skills, timeliness, reliability and organization are essential attributes for candidates in this role.

Hours

Full-time, Monday to Friday, 8:30am-4:30pm

Location

Honolulu, Oahu

Pay

$42,000 to $48,000 a year

Responsibilities

Office Administration duties:

  • Oversee office administration, including maintaining files, answering telephone, email and personal contacts, maintaining office equipment and capital investments, monitoring and purchasing office supplies and stationery, office space management, and scheduling for Executive Director.
  • Assist with event planning and management for fundraising and programs of the Foundation, including tracking RSVPs and payments for special events and tours; sending out acknowledgements, receipts and orders; maintaining donor files; following up with members and customers to verify data via phone, e-mail or letters.
  • Assist with communications and public outreach, through contributing to Foundation publications, such as newsletter, website, or special mailings.
  • Compile program and project feedback from surveys or other correspondence.
  • Develop and maintain contact database for associated and partner organizations.

General Bookkeeping duties:

  • Record accounts payable and create cash disbursement checks.
  • Prepare and record deposits to all accounts.
  • Import and reconcile donation information with donor records.
  • Reconcile all cash accounts on a monthly basis (including credit card payments, cash and checks received; investment accounts, etc.).
  • Reconcile all balance sheet accounts on a monthly basis.
  • Create and post adjusting and recurring journal entries.
  • Prepare monthly workpaper schedules to substantiate balance sheet accounts (i.e. bank reconciliation, accrued interest receivable, accounts payable, loan accounts, product inventory, temporarily-restricted assets received and released, etc.).
  • Prepare and file monthly and annual General Excise Tax returns.
  • Prepare complete and accurate monthly internal unaudited financial statements of disbursements and financial position.
  • Prepare cash flow statement, grant schedule, fund classification schedule, and other financial reports as required.
  • Prepare schedule of furniture and equipment inventory and depreciation.
  • Prepare year-end workpapers for submission to accountant for audit and income tax purposes.
  • Post audit adjustments and journal entries per approved audits.
  • Prepare Form 1096 for independent contractors and file with IRS.
  • Assist with preparation of annual Form 990 prepared by accountant.
  • Other services as needed to assist Executive Director and/or the board Treasurer in their required duties.

General Controller duties:

  • Prepare and file annual corporate filing with State Department of Commerce and Consumer Affairs (DCCA).
  • Prepare and file annual non-profit organization registration with State Attorney General.
  • Prepare schedules, research options and make payments for general and commercial liability, directors and officers? liability, and other corporate insurance.
  • Prepare financial statements for grant reports.
  • Prepare program and project budgets and assist in the preparation of the overall Foundation budget under the direction of the Executive Director.
  • Document operating procedures and tasks for weekly, monthly and annual bookkeeping and operations. The documentation will include steps for intake, data entry, tracking, reconciling and reporting; segregation of duties; reconciling with accounting, preparing for audit and compliance actions, and ethical handling of all financial data and transactions.
  • Review and recommend updates to Personnel Policies and Procedures, and contribute to update personnel manual.
  • Assist in staff training to provide reliable adherence to policies and procedures necessary for safekeeping of business assets, prudent and ethical handling of financial information and compliance with policies and regulations.

Qualifications

  • Bachelor's degree in Accounting, Business Administration or related field.
  • 5-8 years of accounting or bookkeeping experience, including knowledge of nonprofit organization accounting and best practices.
  • Experience installing, implementing and maintaining financial systems in the QuickBooks accounting software platform.
  • Proficiency with Microsoft Office programs.
  • Ability to prepare accurate and timely financial reports and supplemental information for responsible financial management, budgeting, and decision-making.
  • Ability to clear a pre-employment background and credit check.
  • COVID-19 vaccination required by client for this position. This is not an ALTRES Staffing requirement.