Office Manager/Bookkeeper

Office Manager/Bookkeeper 

Seeds Wilderness Therapy works with families with troubled teens. We take teens on intensive, wilderness experiences, for therapeutic transformation. . The process includes what we refer to as Retreat, Restore, Revive. Seeds is distinctly Christian and as such combines the best practices in therapy with the teachings of Jesus and solid discipleship.

This role will include Office Manager and Bookkeeper for Seeds.  This position will oversee and support human resources, administrative duties, and financial support to keep Seeds operational. He/She will work both onsite and remotely. The role may have 1-3 direct reports and will work with the Executive Director, and Clinical Director and will encompass a variety of duties.

The duties and expectations of the Office Manager include:

Administrative

• Create documents, mail letters/cards, and filing system
• Create and maintain office budget
• Maintain filing system and assist other departments in proper paperwork filing
• Distribute inbound mail.
• Maintain insurance certificates, annual survey renewals, audits, accreditation, and licensing processes
• Ensure proper documentation is complete and stored in the right location
• Coordinate travel arrangements for staff as needed.

Human Resources

• Oversees the hiring process and ensures that each position has an accurate job description.
• Utilizing BambooHR ensures all staff are properly onboarded with orientation, training, and background checks
• Ensure the time tracking system is used properly. 
• Meet or exceed the State licensing requirements for documentation for each staff member's file.
• Maintain the employee handbook and ensure all staff have received a copy and signed an acknowledgment.
• Trains staff on the timekeeping system and processes employee payroll each period.
• File critical incident reports.  Access to the State TRAILS system to complete required communication.
• Implement the annual performance planning process.
• Manage worker's compensation claims and keep a separate file indefinitely.
• Manage current and future benefits.
• Coordinate fire drills and other emergency preparedness as required by law.
• Conduct annual staff feedback surveys and compile the results.

Accounting - in Collaboration with Finance Department

• Ensure all expenditures are tracked and coded, with proper documentation such as receipts, statements, contracts, etc. according to Seeds policy.
• Oversee bookkeeping functions and payroll processes
• Work with the Parent Coordinator to invoice parents and ensure payments are received
• Monthly account reconciliation including banks, credit cards, etc.
• Track contractor hours/jobs and assist in cutting monthly checks
• Provide financial reports to management on a monthly basis.

• Follow up with program invoicing and tracking of payments

• Assists in creating the Seeds annual budget.

IT/Technical Support

• Recommend hardware and software solutions.
• Handle website maintenance and updates
• Expert user of google  G-suite software - e.g. doc, sheets, slides, calendar, etc.
• Ability to convert files from one format to another - MS office to Google doc, etc.
• Maintain file structure and update and maintain various databases.

Skills

• Experienced with Google apps
• SAAS experience
• Learn to use SWT’s technology platforms: Basecamp, Zoom, Donorbox, QuickBooks, etc…
• Customer Service

Qualifications

• College degree or 3 years of office administrative experience
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication.
• Ability to work autonomously as well as part of a team
• Strong organizational and planning skills.
• Experience in wilderness therapy or counseling helpful
• Supports the company values

Bookkeeper/ Financial 

The duties and expectations include:

Budgeting and P/L Statements

• Work with leadership team on yearly budget
• Support budget with quarterly objectives and goals. 
• Write monthly P/L reports and share with the leadership team. Compare a budget with actual. 

Quickbooks

• Track and sort expenditures
• Create and maintain a system to organize and upload receipts
• Pay bills
• Manage reimbursements
• Track and deposit checks from donors
• Work with our accountants to maintain good records
• Draft budgets and upload into Quickbooks

General

• Support non profit fundraising goals. 
• Monitor and print financial reports for leadership and board meetings
  • Includes budget tracking 
• Verify and categorize payroll
• Track/sort expenditures, pay bills, reimbursements, tax compliance, donor management
• Work with Office Manager and/or CPA quarterly reviews

Qualifications

• Recommended 2 years of bookkeeping experience
• CPA appreciated
• Knowledgeable about non-profit organizations and the required taxes/exemptions involved (Seeds is a 501c3)
• Loves to learn new things
• Ability to work autonomously as well as part of a team
• Supports the company values