Nonprofit Bookkeeper and Financial Specialist

Nonprofit Bookkeeper & Financial Specialist

Start Date: Oct 15, 2024 (or sooner, flexible)

Status: Full-time; exempt

Compensation: $75,000 - $85,000, commensurate with experience

Benefits: Generous PTO package; 13 paid holidays annually; bonus policy; monthly health and wellness stipend; employer-matched retirement option.

Location: Fully remote. Kelley NPC is headquartered in Portland, OR. Candidates based in the Pacific Northwest or Mountain time zone are preferred. We encourage candidates to apply who reside in a rural area of Oregon. This position has opportunities for fast-paced growth for the right candidate.

About the Organization

Kelley Nonprofit Consulting (Kelley NPC) works with public and private grantmaking foundations, philanthropic organizations, public agencies, community nonprofits, municipal funding programs, sovereign Tribal entities, statewide and regional nonprofits, and more to help them dream and achieve their big, bold visions.

Since 2006, Kelley NPC has worked alongside clients to tackle tough obstacles, realize new opportunities, and together build stronger organizations. Taking a servant leadership style approach, Kelley NPC’s team of twenty, based throughout the state, is happiest working behind the scenes ensuring the spotlight is on the work of Kelley NPC’s 30+ ongoing clients and the communities they serve.

From helping nonprofits grow, diversify and manage earned and unearned revenue, to launching creative nonprofit partnerships to bring federal and state resources to Oregon’s rural communities; and from helping larger philanthropic clients implement new strategic funding opportunities, to providing much-needed capacity as smaller family foundations explore a new approach or field; Kelley NPC serves as an amplifier and translator of sorts – helping resource providers and resource seekers align their efforts for the greatest good.

A COBID-Certified Women’s Business Enterprise, Kelley NPC works with many culturally specific organizations and upholds values of equity and justice as a non-negotiable part of the organization and its work. The missions of Kelley NPC’s clients are also diverse and range from mental health to performing arts, and from workforce development to youth mentoring, and almost everything in between (economic development, environmental, animal welfare, civil liberties, and more).

Currently, about half of our team is located in rural areas and half in metro areas, bringing a diversity of culture and experience to our team. Where proximity makes it possible, our employees have the autonomy and are encouraged to arrange coworking and social events. At this time, Kelley NPC does not sponsor visas or hire outside of the United States.

Position Summary

Our work team continues to grow! Kelley NPC seeks a full-time Nonprofit Financial Specialist to join its growing company. We are a hard-working team with a fun but fast-paced and often heavy - but extremely rewarding - workload. The successful candidate will bring excellent bookkeeping and financial management skills, paired with nonprofit experience and an ability to manage multiple projects and deadlines concurrently. As this position will be working directly and almost exclusively with nonprofits, the ideal candidate will have experience and knowledge of financial grants management and accounting specific to the nonprofit sector.

At Kelley NPC, a Nonprofit Bookkeeper and Financial Specialist is responsible for managing a rotating portfolio of 3-4 clients. These clients are usually small or relatively new nonprofits with bookkeeping systems in various stages of growth. On top of providing accounting assistance, the Financial Specialist will work in tandem with other Kelley NPC employees who are providing complementary services (such as contract management, grant writing and management, Human Resources) and support to our clients.

For these clients, the Financial Specialist will manage and track all financial transactions, maintain and monitor a variety of accounts, complete bank reconciliations and other end-of-month or recurring accounting and prepare appropriate financial reports for necessary parties to review.

Experience with bookkeeping, and specifically, a deep knowledge of and experience working in QuickBooks, are both requirements for this position. A successful candidate will have a solid understanding of how financials work within the larger organizational health and structure (programmatic, operational and fund development).

While this position will report to Kelley NPC’s Owner and COO, the Financial Specialist will be expected to work independently and remotely a majority of the time while maintaining availability and responsiveness during regular business hours (9am to 5pm PT).

For a go-getter, scrappy and proactive person dedicated to high-quality work, this position offers an opportunity for swift and intensive professional growth.

We take care of our clients, we take care of our team, and together we set the standard for consultant work.

Essential Duties

Please note that, on average, this position’s duties will be approximately 65% external (i.e. providing services as needed to Kelley NPC’s clients) and 35% internal.

Client-Focused Bookkeeping (65%)

• Record and manage day to day finances for a variety of nonprofit organizations
• Data entry and record keeping as it relates to donations, expenses, and all financial transactions (this will vary depending on the project and the client)
• Organize clients’ expenses and make necessary deposits or payments
• Organize clients’ financial data so it may be understood and reported upon
• Maintain a detail-oriented output and balanced workflow
• Generate financial reports
• Focus in a work environment containing multiple accounts and clients with varying levels of need while managing priorities effectively
• Have the ability to build a bookkeeping system from the ground up, or engage with and develop one that is not yet complete
• Streamline individual bookkeeping systems according to each unique nonprofit’s needs and have a willingness to work with and educate clients with a wide range of experience
• Help establish and maintain communications to keep Kelley NPC staff and our clients informed of current financial needs and developments
• Establish and maintain fiscal reporting systems, assist with client budgets and accounting procedures
• Collaborate with nonprofits and Kelley NPC staff regarding financial aspects of grants
• Accurately assess and report on the effectiveness of bookkeeping systems
• Identify and resolve any issues with bookkeeping in a timely and professional manner
• Coordinate meetings and presentations as needed
• Build and maintain productive, respectful, and trust-based relationships with our clients

Internal Bookkeeping (35%)

• Record, manage, and enter day to day finances, including expenses and transactions, for Kelley NPC.
• Develop and maintain a system for sending out invoices to each of Kelley NPC’s clients and accounts timely and monthly, or at a frequency dictated by the contract.
• Track all invoices sent out, and follow-up on payments as needed.
• Maintain a record and understanding of financial and/or hourly Not-to-Exceeds for Kelley NPC contracts and develop mechanisms for monitoring these caps on a monthly and annual basis.
• Plan for and ensure positive cash flow for the organization to meet anticipated expenses.
• Organize Kelley NPC’s expenses and make necessary deposits or payments.
• Streamline individual bookkeeping and other financial and time management systems according to Kelley NPC’s needs.
• Protect operations by keeping financial information and plans confidential.
• Complete state registrations as needed for states in which employees reside including filing employment reports, workers’ comp reports, and other relevant requirements and tasks.
• Other tasks as assigned.

Please note the above lists are not exhaustive.

Qualifications

Required Qualifications

• Experience with QuickBooks (Desktop and Online), Google Suite apps, Microsoft Office apps
• A passion for supporting a diversity of nonprofit missions.
• 3-5 years of bookkeeping experience working directly with the nonprofit sector
• Knowledge of foundation and government grants.
• Solid understanding of how financials work within the larger organizational health and structure (programmatic, operational and fund development).
• Experience with QuickBooks (Desktop and Online), Google Suite apps, Microsoft Office apps
• Ability to organize and prioritize multiple complex projects.
• Superb written and verbal communication skills.
• Excellent people skills – warmth, empathy and a desire to genuinely help our under-resourced nonprofits.
• Ability to identify and use resources creatively and proactively.
• Ability to use time efficiently and purposefully.
• Excellent computer and technological skills - tech literate in a variety of platforms.
• Ability to work a flexible schedule that will include some evenings and weekends during the occasional heavy deadline time period.
• Ability to attend meetings in and around Oregon (statewide) and SW Washington as needed.

Preferred Qualifications

• Experience preparing for Federal Single Audits.
• Resident of a rural Oregon community.
• Bilingual.
• Experience with community-based and entrepreneur-based economic development.
• Experience working with culturally-specific organizations.
• Experience with project management and collaboration software.
• Experience managing the financial aspects of federal grants.
• Familiarity with many of Oregon’s philanthropic organizations.

The ideal candidate will have:

• A willingness to learn.
• A genuine kindness.
• A deep understanding of intersectionality and historical and current inequities.
• A humble understanding that our work is behind the scenes to elevate nonprofits and resource providers; the spotlight is on them, not us.
• An appreciation for nuance.
• The ability to remain accountable, honest, and transparent.
• A respect for the hard work of nonprofits.
• A dedication to maintaining Kelley NPC’s high standards.

Commitment to Diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Kelley NPC recognizes that a team of diverse staff and contractors is an integral and welcome part of a successful and ethical business. We hire employees and work with contractors regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, contractors, peer agencies, resource providers and partners.

Thank you for your interest!

To apply:

Please complete the application at the link below. Please also submit:

• A resume or equivalent that details work, volunteer, and community work history (saved as a PDF).
• A cover letter (saved as a PDF).

Access the form through this link:

https://podio.com/webforms/29898112/2485550

Applications will be reviewed on a rolling first come, first served basis. Qualified candidates are encouraged to apply immediately.

Only candidates who apply using the link above will be considered.