Accounting and Administration Assistant

We are a small, non-profit office looking for a dependable office coordinator/ accounting assistant to support day-to-day operations and help keep things running smoothly. This role is ideal for someone who enjoys a mix of front desk reception work, beginner-level accounting tasks and hands-on office support. We need someone who is comfortable being a part-time receptionist in conjunction with daily accounts payable and general office support responsibilities. 

Accounting and administration duties will be handled Monday through Wednesday and/or as needed. Hours are flexible depending on workload/ deadlines. 

The Receptionist role is from 8:30am-5:00pm every Thursday and Friday with availability to occasionally switch shifts with our current Part-Time receptionist as needed. 

This position plays an important multifaceted role in keeping the office efficient and freeing up leadership to focus on higher-level work. They will be organized, proactive, comfortable with routine responsibilities and able to handle a variety of tasks with minimal supervision. There is a natural rhythm to the work – some busy periods, some downtime – and we are looking for someone who can self-direct during slower moments by staying ahead of tasks. 

Responsibilities

· Open and close the front office each day

· Count Fareboxes (Minor cash handling)

· Ride Reconciliation Reporting

· Answer and route incoming phone calls in a professional manner

· Greet and assist visitors at the front desk

· Handle incoming and outgoing mail

· Assist clients with adding funds to their transit accounts via phone, using a basic credit card machine and online platform

· Enter donor information and donations into a database as they are received. Prepare thank you letters for signature.

· Perform basic data entry 

· Assist with Accounts Payable processing 

o Code purchases to their corresponding company account 

o Input coded invoices into accounting system (Microsoft Dynamics GP)

o Secure/manage W-9 forms and track 1099 vendors

o Prepare month end documentation & adhere to deadlines

· Maintain office supply inventory and place supply orders if needed

· Perform basic record keeping, including a management meeting e-calendar/ conference room schedule

· Receive funds for the organization and prepare bank deposit slips

· Assist with filing, scanning, and document organization for Finance, Meals on Wheels and Leadership as directed

· Assist with ticket sales for occasional fundraising events 

· Other duties as assigned

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Education/Experience:

High school diploma or equivalent required with at least ten years’ experience in accounting or finance processes. Payroll processing experience preferred. Additional coursework in business, accounting, or finance skills a plus.  

Qualifications

· Reliable, detail oriented and consistent in follow-through

· Previous experience in an office, receptionist or administrative support role preferred

· Comfortable using basic office equipment (copiers, scanners, phones)

· Basic computer proficiency (email, data entry, Microsoft Office or similar tools)

· Ability to multitask and switch between responsibilities throughout the day

· Friendly, professional communication skills

· Comfortable with a role that includes both structured tasks and flexible downtime

· Strong problem-solving mindset and willingness to “figure things out”

· Ability to lift and carry 20-50lbs is preferred but not strictly required* (Occasional pet food donations, printer paper supply orders etc.)

What We Offer

· Stable, low-stress small office environment where your efforts reflect a visible impact every day

· Supportive team and approachable leadership

· Mix of structure and independence in the workday

  Ability to pass credit and background checks to the necessary extent required to perform functions of position.

  Knowledgeable in Microsoft Office products, the internet, and electronic e-mail, as well as operating standard office machinery, including an adding machine.

Ideal Candidate

· This role is a great fit for someone who enjoys working independently, keeping an office organized, likes helping people, and is comfortable shifting between routine-based tasks and open-ended problem solving. 

Supervisory Responsibilities:

This job has no direct supervisory responsibilities.  

Work Environment:

Primarily in an office environment, which can be loud with many distractions.  

Physical Demands:

While performing the duties of this job the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is regularly required to sit and may have extended periods of using a telephone, computer and other electronic devices. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to lift up to 15-50 pounds on occasion. The vision requirements include ability to adjust focus, depth perception, peripheral vision, distance vision and close vision.