Bookkeeper & Director of Business Administration

Massachusetts Nonprofit Network; Needham (MA); On-site; USD 55,000 - 63,000; Part time

Benefits offered by this job

Paid vacation

Holidays

Sick days

401K Match

Job summary

Dream Big! is seeking a Part-Time Bookkeeper and Director of Business Administration in Needham, MA. The role blends bookkeeping, budgeting, HR benefits, and contract administration with office oversight.

Responsibilities include managing financial operations, payroll, audit prep, and grant budgeting, while supporting the CEO and board. This 24-hour weekly in-office position offers 401K matching and paid time off.

Qualifications

• 7+ years of relevant bookkeeping/accounting experience.
• Bachelor’s degree in accounting or related field required.
• Practical accounting experience, preferably with a nonprofit.
• Familiarity with Excel, QuickBooks (QB) and QB Online; knowledge of IRS rules.

Responsibilities

• Oversee financial, business and administration operations, including bookkeeping, contracting, budgeting, forecasting, insurance, HR, and reporting.
• Manage Accounts Receivable: deposits, classification, and reconciling with ledgers.
• Handle Accounts Payable, payroll processing with outside vendor, 1099 prep and vendor relations.
• Support governance, board reporting, and IT/operations improvements.

Skills

Accounting expertise

Non-profit experience

Attention to detail

Independent worker

Communication skills

Education

Bachelor’s degree in accounting

Tools

QuickBooks

QB Online

Excel

Microsoft Office

Job description

Bookkeeper & Director of Business Administration

The Part-Time Bookkeeper & Director of Business Administration for Dream Big! will manage all daily financial, business, bookkeeping, administration, and HR benefit functions in the Needham, MA office as well as sharing in the organization's contract, ordering, inventory management, and insurance coverage responsibilities.

Status: Part Time 4 Days (24 hours)/week in office. Exempt, reporting to President & CEO

Start Date: ASAP

Location: Dream Big! Office - Needham, MA

Responsibilities

• Manage and oversee all financial, business and administration operations, including bookkeeping, contracting, accounting, budgeting, forecasting, real estate contracts, insurance, cash flow, audit and tax preparation, human resources, supply and inventory management, admin tasks for CEO and financial analysis.

Accounts Receivable

• Record cash deposits from the CEO & Development Department
• Categorize cash deposits to appropriate revenue accounts
• Reconcile cash deposits to check log
• Reconcile General Ledger revenue to Development revenue monthly
• Maintain in-kind donations and inventory accounts and database

Accounts Payable Processing

• Prepare Accounts Payable coding and transactions, prepare weekly check runs, and communicate with vendors as necessary to resolve issues
• Enter and manage bi-weekly payroll through an outside vendor
• Request W9s from new vendors; enter the appropriate information into General Ledger to support the annual 1099 process
• Manage & reconcile credit card statements
• Prepare journal entries monthly – allocate charges to appropriate accounts
• Perform administrative tasks including maintaining file system
• Maintain Quick Books entries
• Obtain payment approvals for bills
• Research billing anomalies and recommend remedies questions and recommend process efficiencies
• Management reports, as needed
• Inventory Management for financials
• Prepare budgets for grant applications and assist with grant track and reporting
• Participate in all fundraising and special events as needed

Governance, Board Support, Reporting and Other Operations

• Oversee the timely and accurate preparation of all financial, legal and/or tax filings required by state and federal authorities.
• Support the Director of Development, and the CEO in the timely preparation and distribution of materials required for board meetings and subcommittee meetings.
• Work with the CEO to establish and maintain a robust technology framework that ensures all IT initiatives align with organizational goals, regulatory requirements, and industry best practices.

Tax Filing and Compliance

• Oversee all tax filings and compliance requirements, ensuring that the organization is in compliance with all relevant laws and regulations.
• Manage relationships with external auditors and other financial service providers to ensure compliance with all reporting and regulatory requirements.

Human Resources

• Support President & CEO with on-boarding of new staff, including the setup and management of all benefits and payroll
• Maintain files for all staff vacation, time off, annual reviews, and other benefits

Office Management

• Support President & CEO with managing contracts, leases, and all insurance policies
• Manage inventory and ordering of office supplies and technology needs
• Work with program staff on the implementation of a new Inventory Technology System

Qualifications & Experience

• 7+ years of relevant professional bookkeeping/accounting experience
• Bachelor’s degree in accounting or a minimum of three years in a related field required
• Minimum of 4 years of practical accounting experience, preferably with a non-profit
• Working knowledge of Excel, QuickBooks (QB), QB Online preferred, and FASB guidelines
• Solid grasp of general accounting principles and understanding of IRS regulations
• Proficiency with Microsoft Office Suite
• Strong organizational skills and interpersonal communication skills
• Experience working with external auditors and internal controls
• Ability to work independently in a small office
• This individual must be exceedingly well organized, flexible, and enjoy working within a small organization.

Benefits, Schedule & Compensation

• Salary range: $55,000 - $63,000 - based on experience
• Schedule: This 24 hour a week job will be performed in the Dream Big! office, in Needham, MA, Monday through Thursday 9:00am -3:00pm.
• Benefits: This is a part-time, 24 hour a week, position with the following benefits: Paid vacation, holidays, sick days, and a 401K Match. Other benefits may apply based on hours.