Nonprofit Bookkeeper and Virtual Office Manager

Job Description

The Benedict XVI Institute for Sacred Music and Divine Worship seeks a reliable, experienced, and mission-driven Bookkeeper & Virtual Office Manager to oversee the day-to-day financial and administrative functions of the Institute.

This position combines bookkeeping, payroll, and donor database management with essential office oversight.

The Bookkeeper & Office Manager will work closely with the COO and our fractional CFO to ensure accurate and timely financial management, while also supporting staff and leadership through strong systems and organizational excellence.

The ideal candidate is detail-oriented, flexible, and inspired by the Institute's mission to open the door of beauty to God through sacred music and the liturgy.

KEY RESPONSIBILITIES

Finance & Bookkeeping
• Maintain accurate books in QuickBooks Online, recording and reconciling all transactions.
• Manage Bill.com for accounts payable and vendor payments.
• Oversee vendor contracts, invoices, and timely bill payment.
• Support monthly reconciliations and reporting for the COO and fractional CFO.
• Track restricted funds, campaign pledges, and grants.
• Assist with annual budgeting, cash flow monitoring, and internal financial reviews.
• Provide documentation for internal audits and financial oversight.
Payroll & HR Support
• Process biweekly payroll, including multi-state employees.
• Set up and manage employee payroll accounts, benefits deductions, and withholdings.
• Maintain personnel records and leave balances.
• Assist with onboarding, benefits administration, and compliance across multiple states.

Donor Database & Development Support
• Enter all gifts and pledges into Bloomerang.
• Generate and send donor acknowledgments and tax receipts.
• Reconcile donor database with QuickBooks monthly.
• Pull donor and fundraising reports for leadership and the development team.
• Create, print, and mail all annual giving summaries to donors.

Office Management & Administrative Support
• Manage insurance renewals, licenses, and state compliance filings.
• Maintain organizational files, both digital and physical, ensuring confidentiality.
• Oversee subscriptions, software accounts, and office vendor relationships.
• Support leadership with scheduling, document preparation, and internal communications.
• Act as a central administrative resource for staff and board leadership.

QUALIFICATIONS AND REQUIREMENTS

• 3+ years of nonprofit bookkeeping/accounting experience preferred.
• Proficiency in QuickBooks Online and Bill.com required.
• Experience with Bloomerang or other donor databases strongly preferred.
• Familiarity with multi-state payroll and related HR compliance.
• Strong organizational and (virtual) office management skills.
• High level of accuracy, integrity, and confidentiality.
• Ability to work independently and collaborate closely with a small team and fractional CFO.
• Must be a US Citizen, no exceptions.
• Must be a practicing Catholic in good standing with the Church, with a demonstrated commitment to the Catholic mission of the Benedict XVI Institute. Employees will be expected to live a personal and professional life that reflects the teachings and values of the Catholic Church, no exceptions.

COMPENSATION AND EXPECTATIONS
• Hourly rate: $22-$28/hour, depending on experience.
• Approximately 30 hours per week to start.
• Position may grow into full-time within the first 3 months if it aligns with the needs of the Institute and the strengths of the candidate.

TO APPLY
Please submit a resume and a cover letter describing your interest in this position and alignment with the mission of the Benedict XVI Institute to info@bxvi.org. Applications will be reviewed on a rolling basis until the position is filled.

About the Employer

The Benedict XVI Institute for Sacred Music and Divine Worship's unique mission is to open the door of Beauty to God.

We pursue this mission through two great strategies: providing practical resources for more beautiful and reverent liturgies and energizing a Catholic culture of the arts.

Our core vision: The greatest art, the greatest liturgy the Catholic Church has ever produced is yet to come.