Office Manager/Bookkeeper for Homeless Shelter - Family Promise of Greater Indianapolis
- 15-Mar-2021 to 14-Apr-2021
- - Family Promise of Greater Indianapolis
- Indianapolis, IN, USA
- Full Time
Founded in 1994, Family Promise of Greater Indianapolis (FPGI) is a small but growing homeless assistance and shelter agency for families with children. We work to eliminate homelessness in Greater Indianapolis through our Interfaith Hospitality Network (IHN) shelter, our new Diversion program and Apartment Shelter Project, and our AfterCare program. The offices are located at the Family Promise Day Center at 1850 N. Arsenal Avenue, Indianapolis, IN 46218.
The goal of the 30-35 (non-exempt) hours per week Office Manager position is to handle the administrative functions, including bookkeeping, of the organization so that the staff can help as many families as possible get into permanent housing. The position reports to the Executive Director, and the organization is looking to hire immediately (position became available March 10). Learn more at www.fpgi.org.
COVID-19 Note: The staff currently all telecommute, with visits to our central office limited, and one staffperson covering the Day Center each day of the week (taking turns). This is expected to change in July 2021 by which time staff are expected to be vaccinated barring any necessary exemption. Guest families of the shelter are currently staying in furnished apartments around Indianapolis, and the Office Manager position does not currently come into contact with visitors/clients for their protection.
Bookkeeping (approximately 20 hours/week)
- Pay all bills and deposit all donations and payments received.
- Post all expenses and revenues to Quickbooks Online.
- Prepare weekly donation log and expense log for board committee.
- Prepare books monthly for reconciliation by treasurer.
- Keep a central online schedule at least one month in advance so that the Day Center always have coverage, including openers and closers; respond to schedule changes as they occur; track PTO.
- Once per year in July-September, create a congregation hosting schedule for all 52 weeks of the year from the congregation availability survey.
- Prepare staff meeting agendas and notes weekly.
- Manage donor thank you process and file management with the executive director.
- Update or coordinate volunteers to update online donor/stakeholder database (SalesForce), pulling reports as requested by the executive director.
- Answer phones and greet visitors for first half of each shift (reception relief arrives at 1:00 p.m. each day, and Wednesdays and Thursdays volunteers work reception 9:00 a.m. to 1:00 p.m.).
- Respond to client requests as needed (e.g., printing/faxing a document, getting diapers or hygiene items from supply closet).
- As time allows, help with event planning and execution, including evening/weekend hours up to four times per year (mainly May and October).
- Order and stock office/facility supplies.
- Strong proficiency in QuickBooks software (preferred), or other bookkeeping software.
- Ability to accept and not judge any family that calls Family Promise for help.
- Superb attention to detail with financial matters, accounting for every cent.
- Strong communication skills, especially by phone/email, with a customer service attitude.
- A natural organizer and planner.
- Ability to focus and also flexible in fast-paced and dynamic work environment.
- Two years of bookkeeping experience.
- Two years of administrative assistance or office management experience.
- Bachelor's degree (or two additional years equivalent experience with high school diploma).
- Proficient in Microsoft Word, Excel, and Outlook.
- Ability to read and understand bank statements, payroll reports, and account reconciliations.
- Ability to pitch in with all staff and guests and take responsibility for our shared space.
- Respect for confidentiality of personal information and financial information.
- Able to walk up and down stairs as many as ten times in a shift (office may be on second floor without an elevator).
- Able to lift up to 30 pounds as many as two times per day to take donations to the basement.
- Willingness to drive a 15-passenger van (with valid driver's license) is a plus for fleet maintenance appointments (no CDL required).
- The schedule has the potential to be flexible, but will ideally be Monday through Friday, 8:00 a.m. to 3:00 p.m. (clocking out for a half hour for lunch).
- The exception is one day each week (ideally Wednesdays, but it can be flexible), work 6:30 a.m. to 1:00 p.m., as all staff take one regular day of the week to open the Day Center in the morning. Note: This early opening schedule is suspended due to COVID-19, and is expected to begin again for all staff in July 2021.
- Hourly wage commensurate with experience ($17-20/hour)
- Monthly health stipend (taxable) of $400/month
- SIMPLE IRA retirement plan with 2% employer match
- Mileage reimbursement (travel is very minimal)
- Three weeks paid time off in first year
Click the APPLY button to submit resume and cover letter directly to the executive director.