Job Description
Job Description
Office Manager & Bookkeeper
Position Type: Full-Time
Reports To: Executive Director / Board Treasurer
The Mission
Since 1975, Meals on Wheels of Hamilton County has been the premier provider of nutrition and companionship for the homebound, elderly, and disabled in our community. In a county experiencing rapid growth and shifting demographic, our “more than a meal” philosophy is more critical than ever. We are seeking a high caliber leader to serve as our Office Manager and Bookkeeper – someone who can blend sophisticated business acumen with a deep heart for service.
Position Summary
The Office Manager & Bookkeeper is responsible for overseeing daily administrative operations and managing the organization’s financial records. This role supports the mission of the nonprofit by ensuring efficient office systems, accurate bookkeeping, compliance with nonprofit financial regulations, and strong internal controls.
Key Responsibilities
Office Management
· Oversee day-to-day office operations and administrative procedures
· Maintain office supplies, equipment, and vendor relationships
· Manage calendars, schedule meetings, and coordinate board communications
· Prepare reports, correspondence, and organizational documents
· Maintain confidential files and organizational records
· Support HR functions including onboarding paperwork and personnel files
· Assist with event coordination and donor communications
Bookkeeping & Financial Management
· Maintain accurate financial records in accounting software (e.g., QuickBooks)
· Process accounts payable and receivable
· Record donations and maintain donor database records
· Reconcile bank and credit card statements monthly
· Prepare monthly financial reports for Executive Director and Board
· Assist in developing and monitoring annual budgets
· Support grant tracking and reporting requirements
· Ensure compliance with nonprofit accounting standards and regulations
· Assist with annual audit preparation and IRS Form 990 documentation
· Manage payroll processing and related tax filings
Qualifications
· Associate’s or Bachelor’s Degree in Accounting, Business Administration, or related field preferred
· Minimum 3 years of bookkeeping experience, preferably in a nonprofit setting
· Knowledge of nonprofit accounting principles and fund accounting
· Proficiency in accounting software and Microsoft Office Suite
· Experience with donor management systems preferred
· Strong organizational and time-management skills
· High level of integrity and confidentiality
· Excellent written and verbal communication skills
Preferred Skills
· Experience working with nonprofit boards
· Grant financial reporting experience
· Familiarity with IRS and state compliance requirements for nonprofits
· Ability to manage multiple projects and meet deadlines independently
Work Environment
· Office-based
· Occasional evening or weekend hours for board meetings or events
Compensation & Benefits
· Base Salary $55,000 - $65,000 (commensurate with experience
· Retirement: SIMPLE IRA with a competitive company match
· Time Off: Generous Paid Time Off (PTO) package to support work-life balance
· The Impact: The opportunity to lead one of the most respected and vital human services organizations in Central Indiana
Company DescriptionSince 1975, Meals on Wheels of Hamilton County has been the premier provider of nutrition and companionship for the homebound, elderly, and disabled in our community. In a county experiencing rapid growth and shifting demographic, our “more than a meal” philosophy is more critical than ever.
Company Description
Since 1975, Meals on Wheels of Hamilton County has been the premier provider of nutrition and companionship for the homebound, elderly, and disabled in our community. In a county experiencing rapid growth and shifting demographic, our “more than a meal” philosophy is more critical than ever.