Office Administrator

Homesteads For Hope; City of Rochester (NY); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Weekly share of farm produce & flowers

Employee discounts

Paid time off

Training & development

Job summary

Homesteads for Hope is seeking an Office Administrator to manage daily administrative, bookkeeping, and financial operations, including accounts payable, payroll, QuickBooks, banking, purchasing, and insurance administration. This role supports the Operations Director and CEO, ensuring accurate records and professional service in a fast-paced nonprofit setting.

The ideal candidate will have strong organizational skills, experience with QuickBooks Online, and a track record of maintaining

Qualifications

• Associate degree required; Bachelor’s degree preferred in accounting or admin.
• Minimum five years of bookkeeping and office administration experience.
• Proficient with QuickBooks Online for payroll, AP/AR, and deposits.
• Experience with MS Office 365, Google Workspace, and cloud-based software.
• Experience with Square POS and donor/customer databases preferred.
• Prior nonprofit or mission-driven experience preferred.

Responsibilities

• Serve as primary contact for the administrative office.
• Manage mail, filing, and document retention.
• Order supplies and coordinate vendors.
• Maintain insurance certificates and organizational licenses.
• Prepare reports, spreadsheets, and documents for leadership.
• Perform day-to-day bookkeeping and financial administration in QuickBooks Online.
• Process payroll and track PTO.
• Maintain confidential employee files and HR documentation.
• Provide administrative support to leadership and staff.
• Maintain organized financial records for audits.

Skills

Bookkeeping

Office administration

Customer service

Confidentiality

Independent work

Education

Associate degree

Bachelor's degree preferred

Tools

QuickBooks Online

Microsoft Office 365

Google Workspace

Square POS

Donor database

Job description

Benefits

• Weekly share of farm produce & flowers
• Employee discounts
• Paid time off
• Training & development

About the Organization

Homesteads for Hope is a growing nonprofit community farm located on 55 acres along the Erie Canal in Rochester, New York. Our mission is to inspire individuals with disabilities and their families to grow their unique abilities, purpose, and sense of belonging through meaningful experiences in nature's classroom.

With an annual operating budget of approximately $1.3 million, Homesteads for Hope provides inclusive educational, vocational, recreational, and community engagement opportunities while continuing to expand our programs, partnerships, and impact throughout the Greater Rochester region.

Job Summary

The Office Administrator is responsible for the day-to-day administrative, bookkeeping, and financial operations of Homesteads for Hope. As the organization's primary office professional, this position manages accounts payable, payroll, QuickBooks, banking, purchasing, insurance administration, and office operations while ensuring accurate financial records, organized administrative systems, and exceptional customer service.

Working closely with the Operations Director, the Office Administrator serves as the administrative backbone of the organization, supporting staff, leadership, vendors, and community partners while maintaining the highest standards of professionalism, confidentiality, and accuracy.

Success in this position is demonstrated through accurate bookkeeping, timely payroll and bill payment, organized office systems, exceptional customer service, strong financial recordkeeping, and the ability to independently manage multiple priorities in a fast-paced nonprofit environment.

Essential Functions

Office Administration

• Serve as the primary point of contact for the administrative office by answering phones, greeting visitors, and responding to general inquiries.
• Manage incoming and outgoing mail, office correspondence, filing systems, and document retention.
• Order office supplies and coordinate office equipment, service providers, and vendors.
• Maintain insurance policies, certificates of insurance, organizational licenses, permits, and other administrative records.
• Prepare reports, spreadsheets, correspondence, and administrative documents for leadership.

Financial Administration & Bookkeeping

• Perform day-to-day bookkeeping and financial administration using QuickBooks Online.
• Manage accounts payable, including vendor invoices, payments, reimbursements, purchase documentation, and check processing.
• Manage accounts receivable, including invoicing, payment processing, deposit recording, and account tracking.
• Process payroll, maintain payroll records, and track PTO and employee payroll documentation.
• Record deposits, credit card transactions, and other financial activity in QuickBooks Online.
• Upload and maintain all supporting financial documentation within QuickBooks Online, including invoices, receipts, statements, and deposit records.
• Prepare bank deposits and reconcile credit card receipts and supporting documentation.
• Maintain organized financial records and provide documentation for audits, tax filings, insurance audits, and the organization's CPA.
• Maintain petty cash and assist with financial reports and budget information as requested.

Human Resources Administration

• Coordinate employee onboarding, employment paperwork, and personnel records.
• Maintain confidential employee files, payroll records, PTO balances, and required HR documentation.
• Assist with employee benefits administration, workers' compensation reporting, unemployment claims, and employment verifications.
• Maintain compliance with employment documentation and organizational policies.

Organizational Support

• Provide administrative support to the Operations Director and CEO.
• Recommend improvements to office procedures, administrative systems, and bookkeeping processes.
• Maintain strict confidentiality regarding employee, donor, and financial information.
• Perform other administrative and bookkeeping duties as assigned.

Other Duties

• Other duties and responsibilities as assigned and/or required.

Supervisory Duties

• As assigned by the Operations Director and/or CEO.

Education & Experience

• Associate degree required; Bachelor's degree preferred in accounting, bookkeeping, business administration, office administration, or a related field.
• Minimum five (5) years of bookkeeping and office administration experience required.
• Demonstrated proficiency using QuickBooks Online for day-to-day bookkeeping, accounts payable, accounts receivable, payroll, deposits, and financial recordkeeping.
• Experience processing payroll, accounts payable, accounts receivable, bank deposits, and credit card reconciliations required.
• Experience with Microsoft Office 365 (Outlook, Word, Excel), Google Workspace, and cloud-based business software required.
• Experience with Square Point of Sale and donor or customer database systems preferred.
• Experience in a nonprofit, small business, or mission-driven organization preferred.

Knowledge, Skills & Abilities

• Strong bookkeeping, administrative, and office management skills.
• Exceptional organizational skills with outstanding attention to detail and accuracy.
• Excellent customer service and interpersonal skills with a friendly, professional, and welcoming demeanor.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Self-motivated with the ability to work independently, prioritize multiple tasks, and consistently meet deadlines.
• Proficiency with QuickBooks Online, Microsoft Office 365, Google Workspace, and common office technology.
• Strong problem-solving skills with the ability to identify and resolve administrative and bookkeeping issues efficiently.
• Ability to maintain organized records and establish efficient office systems.
• Demonstrates professionalism, integrity, reliability, and a commitment to providing exceptional administrative support.

Physical Demands & Work Environment

The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• This position is primarily office-based and requires extended periods of computer, telephone, and desk work.
• Ability to communicate effectively in person, by phone, and electronically with staff, vendors, donors, customers, and community partners.
• Ability to occasionally lift and carry office supplies, paper products, mail, packages, and files weighing up to 30 pounds.
• Ability to move throughout the office and campus to support daily administrative operations.
• Occasional evening or weekend hours may be required to support organizational needs.

Candidates are encouraged to discuss any specific accommodation needs during the application or interview process.

Equal Opportunity Statement

Homesteads for Hope is an equal-opportunity employer dedicated to creating an inclusive workplace for all employees.