Business Office Manager

Hoytartcenter; New Castle (PA); Hybrid; USD 55,000 - 76,000; Full time

Job summary

Hoytartcenter in New Castle, PA is seeking a Business Office Manager to oversee day-to-day bookkeeping and financial administration, acting as primary staff contact for the annual audit.

The role includes budgeting support, grant and sponsorship financial administration, and ensuring audit-ready records, with responsibilities across accounts payable/receivable, deposits, reconciliations, and financial reporting.

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 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.

Responsibilities

• Maintain accurate bookkeeping records using QuickBooks.
• Record and properly categorize income, expenses, deposits, payments, transfers, and other financial transactions.
• Manage accounts payable, including reviewing invoices, approvals, payments, and documentation.
• Manage accounts receivable, including invoicing, recording payments, and follow-ups.
• Make and record deposits and maintain documentation of cash receipts.
• Reconcile bank, credit card, and other financial accounts regularly.
• Coordinate independent contracts and related records as assigned.
• Maintain the chart of accounts and ensure proper classifications.
• Maintain organized financial files, including invoices, receipts, contracts, grant docs, and 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 staff.
• Assist with budget preparation and monitoring.
• Coordinate with accountants, payroll providers, and financial institutions.
• Assist with year-end closing and tax-related documentation.

Skills

Bookkeeping

QuickBooks

Accounts payable

Accounts receivable

Financial reporting

Budgeting

Spreadsheets

Attention to detail

Communication skills

Audit readiness

Tools

Microsoft Office

Google Workspace

Job description

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

The position also supports the financial and administrative aspects of grants, sponsorships, and other revenue-generating activities, including tracking 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 position but is secondary to the role’s financial responsibilities.

The ideal candidate is highly organized, comfortable working with financial information, attentive to detail, able to manage deadlines independently, and interested in supporting the mission of an arts and community-focused organization.

Primary Responsibilities

• 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 internal coordinator 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 Financial Administration

Support the financial and administrative management of grants from foundations, 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 & Revenue Administration

Provide administrative and financial support for organizational sponsorships 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 to independently serve as the organization’s primary fundraiser unless specifically assigned.

Administrative Support

Provide general administrative support necessary for the efficient operation 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 easy to 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 are resolved.

Financial Stewardship: Understands the importance of responsible management of nonprofit resources 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 issues before they become problems.

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

Position Priorities

The primary focus of this position is bookkeeping, financial administration, financial reporting, and audit readiness. Grant and sponsorship administration are important complementary responsibilities because they directly affect the organization’s financial operations and revenue.

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

The successful candidate will help ensure that organizational leadership has reliable financial information, that the organization is prepared for its annual audit, and that grant, sponsorship, and other revenue commitments are accurately tracked and administered.