Family Promise of Yellowstone Valley Bookkeeper/Administrative Assistant in Billings, Montana
Position Description: Bookkeeper/Administrative Assistant The Bookkeeper/Administrative Assistant performs a variety of bookkeeping and administrative duties to support the financial health and growth of Family Promise of Yellowstone Valley. This is a full time position with both bookkeeping and administrative responsibilities including: • Managing day to day financial functions • Oversight of income and expenses • Generating financial reports for Foundation and fiscal partners • Creation and implementation of processes for financial stability and accountability • Administrative support for executive director and organization REPORTS TO Executive Director of Family Promise of Yellowstone Valley OFFICE LOCATION 10 S. 26th St. Billings, MT 59101 PRIMARY RESPONSIBILITIES The primary responsibilities of this position are to: 1. Maintain financial recordkeeping for the organization a. Enter and maintain records in Quick Books b. Enter and maintain donations, donor records and grant details in Donor Perfect c. Produce donor acknowledgement letters and reports as needed d. Maintain grant records and reporting deadlines in Donor Perfect 2. Produce monthly, quarterly, and annual reports for the Foundation and individual programs/funds: a. Income and expense statement b. Balance sheet c. Restricted fund balances d. Budget vs. actuals and year to date comparisons 3. Manage regular financial functions for the organization a. Make and record bank deposits b. Review and verification of check requests to the organization c. Purchasing and vendor payments d. Invoicing for accounts receivable e. Reconciliation of monthly bank statements 4. Provide direct support for expense management functions a. Review and verification of check requests to the organization b. Check writing c. Obtain approval signatures for checks and contracts 5. Assist with the completion of required annual financial reporting a. Organization’s annual budget b. Fiscal year balance of Organization’s financials c. Prepare supporting documents for financial audit d. Produce yearend financial reports, information and graphics for annual report e. Contract and special stipend reports and 1099 filings 6. Provide administrative support to organization a. Coordinate grant reports b. Prepare presentation materials, i.e. PowerPoints c. Arrange committee meetings and take minutes as necessary d. Support grant preparation including online submissions and budget attachments e. Manage personnel files and reporting f. Organize organization state and federal reporting requirements BENEFITS Full time employees of the Foundation are eligible for medical, dental, vision insurance and a life insurance policy. DESIRED QUALIFICATIONS The bookkeeper candidate should have an Associate's degree in accounting or business administration, or equivalent business experience, as well as working knowledge of bookkeeping and generally accepted accounting principles. Preference will be given to candidates with a working knowledge of Quick Books accounting software. Nonprofit experience preferred, but not required. In addition: • Strong oral and written communication skills; ability to communicate with sensitivity and work with diverse populations • Strong organization skills, detail oriented • Ability to handle multiple tasks in a fast paced environment • Ability to work independently, as well as to cooperate as a team player • Effectively use a variety of technology tools including various software and internet tools The position will be open until filled. Resumes will be reviewed as received with first interviews scheduled ASAP. Interested candidates should send an email to Lisa@familypromiseyv.org with Bookkeeper in the subject line. Attach a cover letter along with a resume.
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