Office Manager; 15 -20 hours/week
The Westport Writers’ Workshop, a small, growing literary arts nonprofit, is seeking a highly-organized and mission-aligned office manager. The role is part-time and in-office at our Westport location. You’ll work with our small office staff as well as our instructors and students to support our writing workshops, community outreach events, fundraising efforts, and nonprofit mission. Experience with QuickBooks, financial statements, and Google Sheets/Excel required; nonprofit experience is a plus. An interested candidate could increase hours to 20 and take the lead on some development and fundraising projects.
Schedule:
- 15 hours/week in-office between 10-3 at our Westport location spread over at least three days/week with Mondays required
- Weekly staff meeting Monday morning with Executive Director, Program Director, and Marketing Director
Routine Operations:
- Administrative tasks to help ensure the functionality and coordination of the office's activities include but not limited to:
- ordering supplies
- organizing files
- upkeep of office/workshop
- create and maintain calendar for each workshop season
- Proficient in Excel/Google Sheets, Quickbooks Online, knowledge of payment systems (i.e. Stripe), knowledge of financial statement preparation and journal entries, basic tax knowledge
- Work with Program Director to create Google Sheet workbook for each of five yearly workshop sessions including free community outreach workshops
- Maintain workbook to track rosters including cancellations, credits, class moves, scholarships, new students, etc.
- Monitor and respond to all inquiries for the info@ gmail account
Payroll and Bookkeeping:
- Process refunds, credits, gift cards and credits in Quickbooks and Woo Commerce
- Ensure organization of all instructor contracts, program documentation
- Send instructor agreements (written by ED) and 1099, and keep them organized
- Handle instructor, staff, and contractor pay
- Pay instructors on Monday after one-time workshops
- Pay video on demand instructors at end of each quarter
- Create instructor payroll sheets and pay all instructors during second week of each session
- Pay four part-time members staff biweekly in Heartland Payroll
- Pay instructors once they complete coaching and editing. Track coaching, editing, tutoring and mentoring programs in sheets
- Pay and process bills in Quickbooks and issue all checks through Fairfield County Bank
- Prepare financial statements for quarterly board meetings
- Track in-kind donations, non-restricted and restricted donations
- Reconcile bank accounts monthly
- Create bank deposits for daily Stripe transfers in Quickbooks and monitor balance for refunds
- Monitor bank balances and transfer excess funds
- Prepare year-end financial statements
- Work with Executive Director on annual budget
- Create and maintain budgets as needed for one-time events and fundraisers
- Work with accounting firm PKFDO on year end 990 creation and annual review
- Work with freelance grant-writer on requested financial statements and budgets
Donations and Fundraising
- Support Executive Director with donor thank you letters (monthly)
- General knowledge of grants received and any stipulations for restricted funds
- Work with Executive Director and Program Director to create and maintain internal database
- Assist Board of Directors and Executive Director with fundraising efforts (e.g. in-kind and silent auction donations, corporate sponsors for events)
Event Support:
- Occasional daytime event support as needed
