Office Manager/Bookkeeper

Southmayd Home, Inc. - Waterbury, CT


Description: Manages the day to day business functions for Southmayd Home; provides administrative and clerical support to the Executive Director.

Supervisor: Executive Director

Status: Non-exempt, hourly; 32 hours per week

Essential Functions

  • Accurately processes and records all sources of revenue, payments and disbursements in accordance with Southmayd Home policies and following best practice accounting procedures.
  • Produces monthly financial statements and keeps Executive Director informed of any fiscal concerns such as late payments.
  • Assists with financial audits
  • Manages and processes weekly payroll and all payroll related functions including, but not limited to vacation and sick time, employee group insurance benefits, 401(k) plan), wage garnishments.
  • Assist in scheduling Resident Care, Kitchen, Laundry and Housekeeping and Maintenance staff in accordance with the budgeted number of staff hours; ensures that schedules will allow effective and efficient operations.
  • Provides administrative, clerical and desktop publishing support to the Executive Director and other departments.
  • Maintains and circulates the resident roster updates regularly to all departments.
  • Maintains adequate supply of materials and office supplies for the facility in accordance with purchasing policies and budgetary restrictions.
  • Acts as “person-in-charge” when Executive Director is not on-site
  • Pay supplier invoices and any debt that comes due in a timely manner
  • Take all applicable discounts on supplier invoices
  • Record cash receipts and make bank deposits as needed
  • Ensure that receivables are collected promptly
  • Conduct a monthly reconciliation of all accounts to ensure their accuracy
  • Maintain the petty cash fund
  • Prepare monthly financial statement and analysis for the ED
  • Maintain an orderly filing system
  • Maintain a chart of accounts
  • Calculate variances from the budget and report significant issues to the ED
  • Comply with local, state, and federal government reporting requirements
  • Record resident family and financial information
  • Accurately process and maintain records of monthly resident billing for all services
  • Answer phones and greet visitors
  • Perform other duties as may be reasonably assigned by the ED

Other Duties and Responsibilities

  • Performs other duties and responsibilities, as required, to support our mission of providing, “to self-sufficient women over the age of 60, a residence that is safe and nurturing in a family-like atmosphere.”
  • Assists, as requested, in organization events including fund raising events.
  • Attends in-service and other training as requested and required.
  • Complies with the Resident’s Bill of Rights.
  • Maintains residents’ confidentiality and respects privacy; treats residents with dignity and respect at all times.
  • Maintains employees’ confidentiality and respects privacy.

Required Skills and Qualifications

  • Associate’s Degree in accounting degree
  • Two to three years office management and accounting/bookkeeping experience; one year payroll experience.
  • Excellent communication and interpersonal skills.
  • Excellent organizational skills and habits, ability to multitask.
  • Excellent computer skills; competence in Microsoft Office, email and Internet.
  • Must speak and understand English.
  • Valid driver’s license and good driving record.

Job Type: Full-time