Business Office Manager

Position Summary

The Business Office Manager is responsible for the organization'sday-to-day bookkeeping and financial administration and serves as the primarystaff contact for the annual audit. This position maintains accurate financialrecords, manages routine accounting processes, assists with budgeting andfinancial reporting, and ensures that financial documentation is complete,organized, and audit-ready.

The position also supports the financial and administrative aspects ofgrants, sponsorships, and other revenue-generating activities, includingtracking awards and commitments, monitoring expenditures, preparing invoices,maintaining supporting documentation, and assisting with financial reporting.

General administrative and office support is also part of the positionbut is secondary to the role's financial responsibilities.

The ideal candidate is highly organized, comfortable working withfinancial information, attentive to detail, able to manage deadlinesindependently, and interested in supporting the mission of an arts and community-focusedorganization.

Primary Responsibilities

Bookkeeping & FinancialAdministration

• Maintain accurate and current     bookkeeping records using QuickBooks
• Record and properly categorize     income, expenses, deposits, payments, transfers, and other financial     transactions.
• Manage accounts payable,     including reviewing invoices, obtaining appropriate approvals, preparing     payments, and maintaining supporting documentation.
• Manage accounts receivable,     including preparing invoices, recording payments, and following up on     outstanding balances.
• Make and record deposits and     maintain appropriate documentation of cash and other receipts.
• Reconcile bank, credit card, and     other financial accounts on a regular basis.
• Coordinate independent contracts     and maintain related records, as assigned.
• Maintain the chart of accounts     and help ensure transactions are consistently and appropriately     classified.
• Maintain organized financial     files, including invoices, receipts, contracts, deposit records, grant     documentation, and other supporting materials.
• Track restricted, designated,     grant-funded, and project-specific revenue and expenses.
• Assist with cash-flow monitoring     and financial planning.
• Prepare routine financial reports     for the Executive Director, Board, committees, and program staff.
• Assist with preparation and     monitoring of the annual operating budget.
• Prepare budget-to-actual reports     and help identify significant variances.
• Coordinate with the     organization's accountant, CPA, payroll provider, financial institutions,     and other financial professionals.
• Assist with year-end closing and     tax-related documentation.

Audit Coordination

Serve as the organization's primary staff contact and internalcoordinator for the annual financial audit or financial review.

Responsibilities include:

• Maintain financial records     throughout the year in an audit-ready manner.
• Maintain appropriate supporting     documentation for financial transactions.
• Coordinate the annual audit     timeline with the Executive Director, accountant, auditors, and     appropriate staff.
• Assemble financial schedules,     reports, reconciliations, contracts, invoices, grant records, and other     documentation requested by auditors.
• Respond to auditor information     and documentation requests in a timely manner.
• Coordinate with other staff to     obtain information needed for the audit.
• Maintain organized records of     audit requests and materials provided.
• Assist the Executive Director and     Board with implementation of recommendations resulting from the audit.
• Help strengthen financial     procedures and internal controls when opportunities for improvement are     identified.

Grants & Grant FinancialAdministration

Support the financial and administrative management of grants fromfoundations, government agencies, corporations, and other funders.

Responsibilities may include:

• Maintain a master schedule of     active grants, award amounts, grant periods, reporting deadlines,     restrictions, and other requirements.
• Track grant revenue and     expenditures against approved budgets.
• Maintain financial documentation     required by funders.
• Prepare financial information and     reports for grant reporting.
• Assist staff with developing     grant budgets and budget narratives.
• Monitor grant spending and alert     the Executive Director or program staff to potential budget issues.
• Assist with reimbursement     requests and other grant-related financial submissions.
• Maintain copies of grant     agreements, budgets, reports, and related correspondence.
• Assist with grant research and     gathering information for applications.
• Provide financial and     organizational information needed for grant applications and renewals.
• Assist with grant applications     when appropriate, while primary responsibility for major grant narratives     and funder relationships remains with organizational leadership unless     otherwise assigned.

Sponsorship & RevenueAdministration

Provide administrative and financial support for organizationalsponsorships and other earned or contributed revenue.

Responsibilities may include:

• Maintain records of sponsors,     sponsorship commitments, amounts, payments, and outstanding balances.
• Prepare sponsorship invoices and     record payments.
• Track sponsorship agreements and     related documentation.
• Coordinate with staff to ensure     sponsorship commitments and benefits are documented and fulfilled.
• Assist with sponsorship proposals,     packets, correspondence, and renewals.
• Maintain information needed for     sponsorship reports and acknowledgments.
• Assist with identifying potential     business and community sponsorship opportunities.
• Track other revenue sources,     including program fees, memberships, rentals, events, donations, or other     organizational income as applicable.

This position supports sponsorship development but is not expected toindependently serve as the organization's primary fundraiser unlessspecifically assigned.

Administrative Support

Provide general administrative support necessary for the efficientoperation of the organization.

Responsibilities include:

• Maintain organized electronic and     paper records for classes, events and activities.
• Prepare correspondence, reports,     spreadsheets, forms, and other documents.
• Assist with calendars, meetings,     scheduling, and organizational deadlines.
• Maintain vendor, contractor,     financial, and organizational records.
• Coordinate routine communication     with vendors and service providers.
• Assist with purchasing and supply     management.
• Process reimbursements and     maintain appropriate documentation.
• Assist with board and committee     materials, particularly financial reports and supporting information.
• Provide administrative assistance     for programs, events, and special projects as needed.
• Help develop and maintain     efficient administrative and financial procedures.

Qualifications

• Education or professional     experience in bookkeeping, accounting, finance, business administration,     nonprofit administration, or a related field.
• Demonstrated bookkeeping or     accounting experience.
• Experience with accounts payable,     accounts receivable, bank reconciliations, and financial recordkeeping.
• Experience with QuickBooks
• Strong spreadsheet skills and     proficiency with Microsoft Office and/or Google Workspace.
• Strong attention to detail and     commitment to accuracy.
• Ability to organize financial     records and supporting documentation.
• Ability to manage multiple     deadlines and responsibilities independently.
• Strong written and verbal     communication skills.
• Ability to communicate financial     information clearly to individuals who may not have an accounting     background.
• Ability to maintain     confidentiality regarding financial, employee, donor, and organizational     information.

Preferred Qualifications

• Experience working in a     nonprofit, arts, cultural, community-development, or similarly     mission-driven organization.
• Experience preparing for or     coordinating an annual financial audit or review.
• Familiarity with nonprofit     accounting practices.
• Experience tracking restricted     funds and grant-funded programs.
• Experience with grant budgets,     grant financial reporting, or reimbursement-based grants.
• Experience administering     sponsorships or other contributed revenue.
• Familiarity with payroll administration     and year-end financial processes.
• Experience supporting nonprofit     boards or finance committees.
• Grant research, grant     administration, or grant-writing experience is a plus.

Core Competencies

Financial Accuracy: Maintains complete, accurate, and well-supported financial records.

Organization: Creates systems that make financial and administrative information easyto locate, understand, and report.

Accountability: Takes ownership of deadlines, reconciliations, reporting requirements,audit requests, and other assigned responsibilities.

Attention to Detail: Recognizes discrepancies and follows through until questions areresolved.

Financial Stewardship: Understands the importance of responsible management of nonprofitresources and donor, grant, and sponsor funds.

Communication: Works effectively with the Executive Director, staff, Board members,accountants, auditors, funders, sponsors, vendors, and community partners.

Initiative: Anticipates financial and administrative needs and identifies issuesbefore they become problems.

Confidentiality: Handles financial, personnel, donor, and organizational information withappropriate discretion.

Position Priorities

The primary focus of this position is bookkeeping, financialadministration, financial reporting, and audit readiness. Grant andsponsorship administration are important complementary responsibilities becausethey directly affect the organization's financial operations and revenue.

General office and administrative duties are part of the position butshould not take priority over timely and accurate financial responsibilities.

The successful candidate will help ensure that organizational leadershiphas reliable financial information, that the organization is prepared for itsannual audit, and that grant, sponsorship, and other revenue commitments areaccurately tracked and administered.

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Reports To: Executive Director

Employment Type: FT

Compensation: $20-23/hr. 30+ hrs/wk.