Business Office Manager

Job Description

Job Title: Business Office Manager (Nonprofit)
Location: 119 Endicott Street, Worcester, MA

Visitation House, Inc. is a mission-driven 501(c)(3) nonprofit
organization committed to providing support, structure, resources, and a loving home to women experiencing unplanned pregnancies. As an organization rooted in Catholic tradition, we value the dignity of every human life and for over 20 years have provided material, emotional, and spiritual support to moms and their babies. Our team is passionate, collaborative, and dedicated to ensuring that every dollar and resource is used effectively to advance our mission. We are seeking a Business Office Manager with a strong accounting background to join our leadership team. This role is critical to
our ability to maximize our impact in the community by ensuring our financial stability, operational efficiency, and compliance with nonprofit regulations.

BUSINESS OFFICE MANAGER
The role will be responsible for maintaining accurate financial records, preparing financial statements, and ensuring compliance with relevant nonprofit accounting standards. This position requires attention to detail, strong analytical skills, excellent communication skills, and a solid understanding of accounting. The Business Office Manager reports directly to the Executive Director and works collaboratively with an off-site bookkeeper.

Up to 24 hours per week with flexibility.

Position is located on-site in Worcester, MA.

Administrative Support:
• Manage and organize office bills, files, documents, and records.
• Maintain and update website and social media accounts as needed.
• Create and maintain accurate donor records and mailing lists.
• Maintain spreadsheets with billing information, log-in credentials, etc

Financial Administration:
• Record financial transactions and ensure entries are accurate.
• Collaborate with bookkeeper to manage account reconciliations.
• Support the preparation of tax returns and ensure compliance with tax regulations.
• Support preparation of financial statements in accordance with GAAP.
• Maintain accounting practices for in-kind donations, grant fund allocations, and other ad-hoc needs.
• Organize and reconcile receipts, invoices, and credit card statements.
• Complete bank deposits on a weekly basis.
• Create deposit slips for all incoming checks & complete deposits each week.
• Ensure accurate coding of gifts, including solicitation codes, campaign, appeal,
and gift type, to support accurate financial reporting.
• Manage and record petty cash transactions.
• Ensure that all data entry adheres to PII compliance and privacy regulations.
• Guide and organize yearly financial review &/or audit procedures.
• Prepare & send out yearly giving statements to donors.

Human Resources:
• Collect and file legal onboarding information including criminal background
checks, paychecks/banking information and liability/legal agreements.
• Maintain employee records and assist in onboard processes.
• Post legal employee notices as required by law.

Other:
• Perform other related duties and responsibilities as required.

Basic Qualifications:
• Previous experience in office administration and accounting.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, DonorPerfect/donor-based CRM, and QuickBooks.

• An understanding of nonprofit organizations and their unique needs.
• A commitment to the mission and values of the organization.
• Bachelor's degree or equivalent experience.
• Ability to work up to 24 hours per week on-site at Visitation House.

Compensation:
• Between $30.00 and $35.00 per hour commensurate with experience.

How to Apply:
Interested candidates should submit a resume and cover letter via email to: rebeccaurban@visitationhouse.org.

The position will remain open until it is filled.

About the Employer

Visitation House, Inc. is a mission-driven 501(c)(3) nonprofit
organization committed to providing support, structure, resources, and a loving home to women experiencing unplanned pregnancies.

www.visitationhouse.org