Position Description: Bookkeeper/Office Manager
PHAR’s mission is to educate and empower low-income residents to protect and improve our communities through collective action.
About PHAR
The Charlottesville Public Housing Association of Residents (PHAR) is looking to add a bookkeeper/office manager to its growing team. The ideal candidate will be someone who is a great team player, detail-oriented, an excellent multi-tasker and has prior experience working with QuickBooks. Coordinating day-to-day, maintaining several calendars at the same time and in charge of processing payroll, this role contributes to the overall efficacy of the organization. This position is a full-time (up to 30hr/week), permanent employee that will be supervised by the Executive Director.
Bookkeeper/Office Manager Position Overview
The Bookkeeper/Office Manager will:
- Record and submit minutes for meetings including (but not limited to) PHAR Board and Committee meetings (requires attendance).
- Process payroll as needed for staff, including PHAR interns
- Print PHAR documents including flyers and fact sheets.
- Field calls, e-mails and direct them to the appropriate staff member.
- Coordinate PHAR “Open Office” Hours
- Maintain PHAR organizing files
- Issue phone, text, email, mail reminders and mailings for calendar items and mailings
- Hold responsibility for the general upkeep of the office and office equipment.
- Coordinate PHAR Board and Advisory Board meetings and activities, including coordinating logistics, and preparing board packets in conjunction with the Executive Director
- Assist staff with logistics for events, conferences etc.
- Organize and complete mailings
- Coordinate volunteers with assistance from the Lead Organizer
- Maintain website, social media presence, and any other publications and materials.
- Assist with document creation and compiling data including Positive Vision, Surveys, PHAR Strategic Plan, etc.
- Be responsible for making accounting entries utilizing QuickBooks, performs a bank reconciliation and prepares/posts any monthly journal entries, responsible for year-end journal entries and handles all account closing procedures on an annual basis.
- Create a monthly balance sheet and income statement reports are generated by the PHAR Bookkeeper utilizing QuickBooks and reviewed by the Board of Directors and the Executive Director
- Reconcile bank accounts and submit reconciliation statement generally on a monthly basis for review by the Board of Directors and the Executive Director
- Process payroll and bill paying, benefits and tax payments. Ensure checks are distributed in a timely manner. Maintain compliance with changing government policies and laws pertaining to employment and taxation. Provide prompt service to employees.
- Send pay stubs to all employees on paydays. By January 31 each year the Bookkeeper must complete Form W-2, Wage and Tax Statement, to each employee in the PHAR QuickBooks employee database.
- Assist with other duties as needed.
Bookkeeper and Office Manager Position Qualifications
- Demonstrated commitment to PHAR vision, mission and goals
- Attention to detail and accuracy
- Able to multi-task, prioritize, work under pressure and meet deadlines
- Ability to communicate complex data clearly
- Excellent data entry skills
- Great interpersonal and customer service skills
- Familiarity with a wide range of financial transactions
Application Process
Interested applicants should apply via email or mail. Please submit a cover letter that includes QuickBooks experience and where you saw the position listing, a resume, and a list of three references to:
Shelby Edwards, Executive Director
Public Housing Association of Residents
1000 Preston Ave., Suite B
Charlottesville, VA 22903
E: shelby@pharcville.org
P: 434-984-3255
PHAR is committed to building a team that strengthens equity and inclusion. We welcome applicants of all races, ethnicities, nationalities, backgrounds, incomes, religions, genders, sexual orientations, ages and abilities.
