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