Bookkeeping & Office Manager

Summary:

Must be proficient in Quickbooks/Quickbooks Online.

Out Youth is a 32-year-old nonprofit organization based in Austin, Texas, that supports LGBTQIA+ youth and adults with various life-changing and life-saving programs and services.

We have grown over the past seven years from a staff of two to over twenty and are looking for a Bookkeeping & Office Manager to serve as the primary support for Out Youth’s day-to-day finance and operations functions.

The person selected for this position will ensure our bookkeeping and office management functions are receiving superior oversight and attention to detail as we continue to grow and the complexity of organization management increases.

The ideal candidate for this position will have an expert-level understanding of bookkeeping and accounting principles in a non-profit environment, excellent technical and computing skills, and a desire to support and enable our team to do its best work for the LGBTQIA+ community.

Position Type: Full-time, 40 hours per week

Classification: Exempt

Reports To: Executive Director

Direct Reports: None

Travel: Minimal

Work Hours:

• Monday through Friday, 9 a.m. to 6 p.m.

• A hybrid work schedule is available.

Benefits:

• Medical, dental, and vision insurance base plan paid at 100%.

• 4 weeks of paid vacation congruent with the established organization schedule.

• Additional paid time off by request.

• Technology reimbursement.

Essential Functions:

Bookkeeping

• Creates and monitors the organization’s annual and program budgets with oversight from the Executive Director.

• Prepares monthly financial reports for the Executive Director and quarterly reports for the Board of Directors.

• Prepares financial reports for grants and other funding.

• Manages all bookkeeping functions, including accounts receivable, accounts payable, and payroll.

• Processes receipts daily.

• Makes bank deposits at least weekly.

• Maintains accounting files in a neat and orderly manner.

• Facilitates the annual external audit and 990 preparation.

• Assists in preparing the organization’s annual financial statements.

Administration

• Maintains the organization’s personnel and operations policies and procedures.

• Processes new hires and ensures compliance with reporting requirements.

• Maintains personnel files in a neat and orderly manner.

• Manages employee benefits, including administration of plans as needed.

• Monitors and maintains the inventory of office supplies and printed materials.

• Oversees the maintenance and repair of office machines (e.g., printers, copiers, phone systems, etc.) as needed.

• Provisions software and online service accounts for new personnel and ensures de-provisioning workflows are completed at termination.

• Manages the IT Support ticketing system and resolves minor technical issues where appropriate and involves the Operations & Programs Director when necessary.

• Ensures Out Youth’s physical and electronic records are retained per applicable laws.

• Provides additional administrative support to other Out Youth departments as needed.

Skills & Competencies:

• Must be computer literate and highly proficient in Google Workspace tools and software.

• Must be comfortable with the use of technology in an office environment.

• Highly organized, detail-oriented, and able to multitask.

• Demonstrates integrity, honestly presents accurate and appropriate information, and exercises excellent judgment regarding confidential information.

• Sincere appreciation and understanding of Out Youth's mission.

• Exemplifies a collaborative, clear, and engaging communication style.

• Committed to the organization's mission of supporting LGBTQIA+ individuals.

Required Education & Experience:

• Bachelor’s or Master’s degree from an accredited college or university, especially those with a background in finance, human resources, or operations or equivalent relevant experience.

• Must be proficient in Quickbooks/Quickbooks Online.

• Experience managing an annual budgeting process.

Preferred Education & Experience:

• Demonstrated experience in non-profit bookkeeping.

• Bilingual (English and Spanish or American Sign Language); conversational fluency in other languages a plus.

Work Environment:

• Indoor office environment.

Physical Demands:

• Work is performed while standing, sitting, and/or walking.

• Frequent computer use at workstations for extended periods.

• Requires the use of hands for simple grasping and fine manipulations.

• Requires bending, squatting, crawling, climbing, and reaching.

• Requires the ability to lift, carry, push, or pull weights up to 30 pounds.

Additional Eligibility Qualifications:

• Must pass a criminal and motor vehicle violations background check.

• Must have a valid driver’s license.

Work Authorization Requirements:

• Must be legally authorized to work in the United States.

Equal Employment Opportunity

Out Youth is committed to providing equal opportunity to all qualified applicants for employment.

Out Youth aims to reflect the diversity of the community it serves. No employee or applicant will be discriminated against based on race, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, age, disability, country of origin, documentation, or any other factor protected by federal, state, and/or local laws.

Out Youth is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. 

If you require reasonable accommodations in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to peopleops@outyouth.org.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Hiring Process

Send any questions to peopleops@outyouth.org.

The position will remain open until filled.

Applications will be accepted for at least two weeks from the posting date.