Bookkeeper and Office Coordinator

Job Type

Part Time


Minimum: $18,720
Details: $18/hour plus benefits



Start Date



240 Beaver Street
United States


Waltham Fields Community Farm promotes local agriculture and food access through our farming operations and education programs, using practices that are socially, ecologically, and economically sustainable. We encourage healthy relationships between people, their food supply, and the land from which it grows.

Waltham Fields Community Farm (incorporated as Community Farms Outreach, Inc.) is a nonprofit farming organization focusing on food access and education. We produce organically-grown vegetables on 15 acres of leased land in Waltham and Weston, with 20% of our harvests dedicated to low-income households. Our largest source of revenue generation and community engagement is a 500-share community supported agriculture (CSA) program. We also run a Learning Garden and educational programs for children and youth, train farmers, and welcome volunteers, who provide over 3,000 hours of assistance each year. Our annual budget is approximately $725,000, which is funded by CSA shares, educational program tuition, grants from public agencies and private foundations, and donations. We have 7 year-round staff members and 12+ seasonal staff. Since our founding in 1995, we have grown from a small volunteer-run effort into a mature organization serving a variety of critical community needs, including mentorship and resource-sharing for new farms and farmers in the region.

Job Description:

The Bookkeeper and Office Coordinator is responsible for accounts payable, accounts receivable, fiscal reports, and supporting administrative activities for Waltham Fields Community Farm. This is an important role that is central to the daily, weekly, quarterly and annual fiscal activities of the organization, as well as a key position supporting WFCF staff. The Bookkeeper and Office Coordinator has a vital role in our organization, responsible for much of the behind-the-scenes work crucial to maintaining a well-organized an fiscally responsible nonprofit farm. This position works closely with all year-round staff members and is supervised by the Executive Director.

Major Areas of Responsibility:

  • Management of accounts payable and accounts receivable activities and processes
  • Management and execution of all payroll and related services
  • Maintenance of Quickbooks and associated electronic accounts
  • Manage and maintain NEON, our CRM database system
  • Oversight of office-related activities, and assistance with financial reporting
  • Process and reconciliation of CSA Share sales and reporting
  • Enforcement of strong fiscal policies for programs and staff


Specific and Additional Responsibilities:

  • Process all accounts payable and accounts receivable in an accurate and timely manner
  • Process employee payroll, benefits, and contract labor paperwork
  • Process, manage and pay all Federal, State and local taxes, and file any related forms
  • Generate monthly, quarterly and annual financial reports
  • Coordinate, file and assist with all required paperwork for employees and new hires
  • Process and manage unemployment and health insurance payments
  • Process CSA registrations, payments, and generate CSA pick-up check-in lists
  • Make timely bank deposits, minimally once a week
  • Collect, sort and send out mail, and maintain filing and office-related storage
  • Reconcile all bank, investment and credit card statements in Quickbooks
  • Manage and maintain our CRM database, including donations and memberships
  • Generate donation and membership acknowledgements
  • Coordinate office filing and ordering of supplies, ensuring data is secured and backed up
  • Gather and prepare financial reports upon request, and assist with audits
  • Communicate with accountant, vendors, members and other constituents as necessary

Required Knowledge, Skills, and Abilities:

  • Associate or Bachelor Degree in Accounting or 2-4 years experience in bookkeeping
  • Efficiency using Quickbooks, MS Office, G-Suite, and CRM systems
  • Very strong communication and organizational skills
  • High integrity and capable of handling confidential information
  • A self-starter, able to work independently and as a team, and adjust to shifting priorities.
  • Willingness to attend events and be a part of the WFCF community

Terms of Employment:

This is a Part-Time, non-exempt (hourly) annual position, with specific hours and days per week agreed upon by Executive Director and that consider organizational needs. Generally, the position will average 20 hours per week over the course of the year. 


This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this position. WFCF is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, national origin, religion, gender, gender identity, gender expression, sex, sexual orientation, sexual identity, marital status, disability, age, citizenship status, familial status, ancestry, veteran status, or any other characteristic protected under applicable law. WFCF is a non smoking environment.


WFCF provides a benefit package that includes (subject to current Employee Handbook):

  • Paid vacation, sick days, floating holidays, and personal days
  • Various medical, dental, and retirement benefits
  • Cell phone and professional development stipends
  • CSA FARM SHARES: 20 week Summer + 10 week Flower + 3 week Winter  

Level of Language Proficiency


Professional Level


Minimum Education Required

2-year degree

How To Apply

To Apply:

Please send your resume and a letter of intent to:

Stacey Daley, Interim Executive Director, at