Office Manager

Westport Writers' Workshop; Westport (CT); On-site; USD 35,000 - 50,000; Part time

Job summary

Westport Writers' Workshop in Westport, Connecticut, is seeking a part-time office manager who is highly organized and mission-oriented. The office manager will support administrative, financial, and fundraising tasks to ensure the smooth operation of writing workshops and events. Responsibilities include managing QuickBooks for payroll and financial statements, maintaining calendars for workshops, and assisting in community outreach and fundraising efforts. Knowledge of Google Sheets and Excel is essential. This role is perfect for a detail-oriented candidate interested in contributing to a nonprofit setting.

Qualifications

• Highly organized and detail-oriented.
• Experience managing financial statements.
• Ability to handle multiple tasks efficiently.

Responsibilities

• Manage administrative tasks for office coordination.
• Process payroll and bookkeeping activities.
• Support fundraising efforts and event coordination.

Skills

Organizational skills

Experience with QuickBooks

Proficiency in Google Sheets/Excel

Basic tax knowledge

Nonprofit experience

Education

High school diploma or equivalent

Tools

QuickBooks Online

Google Sheets

Excel

Job description

The Westport Writers’ Workshop, a small, growing literary arts nonprofit, is seeking a highly‑organized, mission‑aligned office manager. The role is part‑time and in‑office at our Westport location. You’ll work with our small office staff as well as our instructors and students to support our writing workshops, community outreach events, fundraising efforts, and nonprofit mission. Experience with QuickBooks, financial statements, and Google Sheets/Excel is required; nonprofit experience is a plus. An interested candidate could increase hours to 20 and take the lead on some development and fundraising projects.

Schedule

• 15 hours per week in‑office between 10‑3 at our Westport location spread over at least three days per week with Mondays required
• Weekly staff meeting Monday morning with Executive Director, Program Director, and Marketing Director

Routine Operations

• Administrative tasks to help ensure the functionality and coordination of the office’s activities, including but not limited to:
• Ordering supplies
• Upkeep of office/workshop
• Create and maintain calendar for each workshop season
• Proficient in Excel/Google Sheets, QuickBooks Online, knowledge of payment systems (i.e., Stripe), knowledge of financial statement preparation and journal entries, basic tax knowledge
• Work with Program Director to create Google Sheet workbook for each of five yearly workshop sessions including free community outreach workshops
• Maintain workbook to track rosters including cancellations, credits, class moves, scholarships, new students, etc.
• Monitor and respond to all inquiries for the info@ gmail account

Payroll and Bookkeeping

• Process refunds, credits, gift cards and credits in QuickBooks and WooCommerce
• Ensure organization of all instructor contracts, program documentation
• Send instructor agreements (written by ED) and 1099, and keep them organized
• Handle instructor, staff, and contractor pay
• Pay instructors on Monday after one‑time workshops
• Pay video on demand instructors at end of each quarter
• Create instructor payroll sheets and pay all instructors during second week of each session
• Pay four part‑time staff biweekly in Heartland Payroll
• Pay instructors once they complete coaching and editing. Track coaching, editing, tutoring and mentoring programs in sheets
• Pay and process bills in QuickBooks and issue all checks through Fairfield County Bank
• Prepare financial statements for quarterly board meetings
• Track in‑kind donations, non‑restricted and restricted donations
• Reconcile bank accounts monthly
• Create bank deposits for daily Stripe transfers in QuickBooks and monitor balance for refunds
• Monitor bank balances and transfer excess funds
• Prepare year‑end financial statements
• Work with Executive Director on annual budget
• Create and maintain budgets as needed for one‑time events and fundraisers
• Work with accounting firm PKFDO on year‑end 990 creation and annual review
• Work with freelance grant‑writer on requested financial statements and budgets

Donations and Fundraising

• Support Executive Director with donor thank‑you letters (monthly)
• General knowledge of grants received and any stipulations for restricted funds
• Work with Executive Director and Program Director to create and maintain internal database
• Assist Board of Directors and Executive Director with fundraising efforts (e.g., in‑kind and silent auction donations, corporate sponsors for events)

Event Support

• Occasional daytime event support as needed