Office Manager & Bookkeeper

Position Overview

The Office Manager & Bookkeeper is a full-time position that is responsible for both bookkeeping and coordinating general day-to-day operations of the organization. The position reports directly to the Executive Director and works closely with other members of Seatuck’s leadership team.

Key Responsibilities

Bookkeeping & Financial Management:

• Primary responsibilities are to ensure the accuracy of the Seatuck’s books and to provide financial reports necessary for management and board to fulfill fiduciary oversight responsibilities.
• Handling accounts payable and receivable (including creating invoices and grant reimbursement submissions, creating monthly financial statements and all monthly reconciliations, and submitting biweekly payroll and 403(b) retirement contributions
• Serving as liaison to payroll management company and to accounting firm on annual audit and tax returns
• Assisting leadership team with budgeting and financial reporting to ensure timely and accurate tracking of company finances
• Ensuring compliance with state/county record-keeping and reporting requirements
• Handling primary responsibility for day-to-day business operations, including federal and state reporting requirements, insurance, vendor contracts, etc.
• Working with Development Director to manage grant income and ensure compliance with funder reporting requirements

Staff/Office Management:

• Maintain accurate employee records
• Handle insurance renewals and employee benefit/compliance documentation
• Assist leadership team with onboarding of new employees
• Manage deliveries, vendor relationships, and building cleaning/maintenance
• Coordinate with caretakers/staff to ensure buildings are opened/closed on time and covered during public hours
• Work with Executive Director to ensure systems are working properly and to address maintenance/improvement issues
• Work with caretakers to ensure collection of garbage/recycling
• Coordinate private rentals of the Scully Estate
• Oversee facility use schedules to ensure there are no conflicts and buildings are ready for scheduled events, programs, etc.
• Coordinate with chairperson of board operations committee to schedule meetings and create agenda

Qualifications

The ideal candidate will have the following:

• Associate degree in accounting or business administration, or equivalent experience with a non-profit organization
• At least three years of experience in office management or administrative roles is highly preferred
• The candidate should also possess a knowledge of bookkeeping and generally accepted accounting principles, and have experience with QuickBooks Online, Microsoft Excel and Google Workspace
• Ability to learn and adapt to new systems quickly
• Strong organizational, multitasking, and time-management skills
• Proven collaboration and relationship-building skills and ability to work effectively with diverse people and partners
• Interest in Seatuck’s mission to conserve Long Island wildlife and the environment
• Residency based in Nassau or Suffolk County

Terms

1. Salary Range: $48,000 to $56,000 annually for full-time employment, depending on experience
2. Health insurance (for employee) and short-term disability insurance
3. Flexibility, with opportunities for remote work
4. Paid vacation
5. 403(b) retirement account available for employee contributions
6. Supportive, fun and collaborative work environment

To Apply

To apply please send a cover letter and resume to [email protected] (with the “Office Manager & Bookkeeper” in the subject line). References will be requested of final candidates.

Position open until filled – posted January 23, 2025a