SOLICITATION FOR BOOKKEEPER/OFFICE MANAGER
The Kinsman Foundation, a small grantmaking private family foundation, wants to employ a part-time Bookkeeper/Office Manager to prepare and manage its business records, financial data and daily office activities.
The Foundation operates as a small business, managing an investment portfolio, making grants to nonprofits, and employing two full-time and three part-time employees. The Bookkeeper/Office Manager will assist and support the Foundation’s accounting firm and Chief Executive Officer in preparing and maintaining records and financial data, with a goal of working independently to assess and manage the Foundation’s business records.
In the role of Bookkeeper/Office Manager, you will be responsible for preparing checks for payables and grants, reconciling bank statements, updating internal tax return spreadsheets and cash flow projections. In addition, you will be responsible for keeping in touch with the Chief Executive Officer and the Board of Directors for quarterly financial reports along with maintaining year end reports/spreadsheets for our certified public accountant for tax preparation.
Primary work activities include:
Prepare checks for payables and grants
Maintain grant tracking spreadsheets
Reconcile monthly bank statements
Communicate with cpa regarding additions and retirements.
Maintain records such as payroll, timecards, vacation/sick and
Prepare monthly payroll information and transmit to payroll service
Review payroll journal
Prepare and enter monthly payroll journal entry from payroll service
Prepare monthly SEP-IRA checks with transmittals and mail
Prepare cash flow statement monthly
Maintain all necessary spreadsheets for tax preparation
Prepare all documents necessary and upload to c.p.a. portal
Communicate with attorney and board regarding tax return
Ad-hoc reporting and special projects as needed
Assist in implementation, maintenance, and adherence to internal
controls and accounting procedures ensuring compliance with GAAP
Communicate with insurance company
Communicate with IT company
Review annual insurance renewal policy
Potential work activities include:
Management of Foundation’s real property
Supervise Foundation’s maintenance person
Other duties assigned
Every Foundation office employee assists with answering telephones, data input, filing and similar tasks.
Candidates should have a demonstrated experience and thorough working knowledge of relevant accounting procedures and principles, including a solid understanding of general ledger and journal entry experience; a working knowledge or ability to very quickly learn QuickBooks Online software and Microsoft Excel; a working familiarity with Outlook and Microsoft Word; and a working knowledge of standard office procedures and small business and employment practices and principles.
Candidates must be detail-oriented, accurate, and able to manage multiple tasks to meet deadlines. Candidates should have strong organizational and problem-solving skills.
Candidates should have an appreciation of the Foundation’s granting interests of historic preservation, native wildlife rehabilitation and appreciation, and arts, culture and the humanities. Candidates should have an appreciation of philanthropy and nonprofit activities; and a knowledge, appreciation or sensitivity to Oregon and Clackamas County values.
COMPENSATION AND BENEFITS
This Bookkeeper/Office Manager position is a part-time position requiring 15-20 hours of work weekly. A competitive hourly rate including participation in the Foundation Retirement plan will be negotiated with the candidate. The Foundation expects to offer a beginning hourly rate between $27 and $30. This Bookkeeper/Office Manager position has a flexible schedule and days worked during the week is negotiable.
This position is subject to the Foundation’s policies addressing Employment; Harassment and Discrimination; and Conflict of Interest and Standards of Ethical Conduct.
The Foundation is based in a small, outdated office in a residential area in the Oak Grove area. There will be two other full-time and one part-time employee sharing the office. The office is very quiet, with little telephone activity or foot traffic. The office is dog friendly.
Interested candidates should submit a resume and cover letter by email to firstname.lastname@example.org. No phone calls please.
The Foundation intends to fill the position by February 15, 2022.