Financial Administrator|Bookkeeper

Position Overview

The Bookkeeper / Financial Administrator is responsible for the day-to-day financial management, bookkeeping, and nonprofit tax compliance of The Odis Ella Foundation. This role ensures that all financial records are accurate, organized, and compliant with nonprofit regulations, including preparation and filing of the annual IRS Form 990.

This position works closely with the Executive Director and in coordination with the Board Treasurer to maintain financial transparency, integrity, and operational readiness as the Foundation continues to grow its youth-centered programs.

Core Responsibilities

Bookkeeping & Financial Recordkeeping

• Record and categorize all financial transactions, including income, expenses, donations, and grants
• Maintain accurate general ledger entries
• Reconcile bank accounts and credit cards regularly
• Track program, operational, and administrative expenses

Accounts & Financial Operations

• Manage accounts payable and receivable
• Process approved payments, reimbursements, and invoices
• Track incoming donations, grants, and restricted funds as applicable

Financial Reporting

• Prepare monthly and quarterly financial reports for internal review
• Provide financial summaries to the Executive Director and Board Treasurer
• Support budget tracking and variance analysis

Nonprofit Compliance & Tax Filing

• Prepare and file the Foundation’s annual IRS Form 990 (or coordinate preparation if additional review is required)
• Ensure timely and accurate nonprofit tax filings and financial disclosures
• Maintain documentation to support audits, reviews, or regulatory inquiries
• Support compliance with federal and state nonprofit financial requirements

Systems & Financial Organization

• Maintain bookkeeping software (e.g., QuickBooks or similar)
• Ensure financial records are well-organized, secure, and accessible
• Support clean financial workflows and internal controls

Ideal Candidate Profile

The ideal candidate:

• Has demonstrated experience in bookkeeping, accounting, or financial administration
• Has experience working with nonprofits and 501(c)(3) organizations
• Is familiar with IRS Form 990 preparation and filing
• Is highly organized, detail-oriented, and trustworthy
• Can work independently while collaborating with leadership
• Maintains confidentiality and ethical standards

Time Commitment & Structure

• Part-time or contract position
• Remote or hybrid (depending on location and need)
• Reports directly to the Executive Director
• Works in coordination with the Board Treasurer for oversight

Why This Role Matters

This role safeguards the financial health and compliance of the Foundation. Accurate bookkeeping and timely nonprofit tax filings protect the organization’s tax-exempt status, ensure transparency, and allow leadership to focus on mission delivery and program growth.

Compensation

• Paid position
• Compensation commensurate with experience and scope of responsibility