Bookkeeper & Office Manager

Summary

Description

BOOKKEEPING

• Accounting and Financial Management
  • Maintain the organization’s general ledger in QuickBooks, using a class-based accounting system to accurately track complex funding sources and programs.
  • Maintain accurate and timely financial records using an accrual-based accounting system, ensuring revenues and expenses are recorded in the proper periods and in accordance with generally accepted accounting principles (GAAP).
  • Record, reconcile, and track all revenues, expenses, receivables, and payables including pass-through funds to member conservation service corps.
  • Prepare and submit invoices and payment requests related to grants, contracts, and pass-through funding.
  • Maintain up-to-date vendor records and support annual 1099 processing.
  • Monitor cash flow and coordinate with leadership to ensure sufficient funds are available for payables and reimbursements.
  • Prepare financial reports, such as balance sheets and profit-and-loss statements.
  • Support CYCA’s external contract accountant with monthly reconciliations, year-end adjustments, preparing 1099s, and other important duties.
• Payroll and Benefits Recording
  • Import and record payroll data from ADP, ensuring all accounts, classes, and allocations are accurate.
  • Process and track retirement-plan contributions through MetLife.
  • Ensure compliance: ensure all bookkeeping activities comply with applicable accounting principles and regulations.
• Audit and Compliance
  • Serve as the primary liaison with external auditors, organizing and maintaining financial records, grant files, and supporting documentation for the annual audit.
  • Prepare audit schedules, respond to auditor inquiries, and provide detailed explanations of transactions and systems as needed.
  • Ensure all financial files, both digital and paper, are maintained in accordance with internal policies and grantor requirements.
  • Support compliance with federal Uniform Guidance (2 CFR § 200), AmeriCorps financial rules, and agency-specific requirements.

OFFICE MANAGMENT

• Office Operations and Administration
  • Manage general office operations, supplies, and equipment to ensure a well-functioning workspace.
  • Serve as the primary liaison with the property-management company, coordinating building access, repairs, and maintenance requests.
  • Coordinate with vendors and contractors to ensure smooth operations.
  • Track and renew the organization’s insurance policies including Directors & Officers, general liability insurance, vehicle, and workers’ compensation. Maintain certificates of insurance and ensure timely renewals.
  • Maintain and organize both digital and paper files, ensuring accessibility, consistency, and compliance with document retention policies.
• Technology & Systems Management
  • Serve as the point of contact for the organization’s IT consultant.
  • Oversee maintenance of the office printer lease and service agreements.
  • Administer the organization’s DropBox file system, ensuring logical folder structure, consistent naming conventions, and appropriate staff permissions.
  • Assist in the setup and onboarding of technology and access for new employees.
• Staff and Administrative Support
  • Track and record staff timesheets.
  • Perform AmeriCorps member enrollments and exits in the AmeriCorps portal, meeting strict deadlines.
  • Support scheduling and logistics for staff meetings, retreats, and Board meetings.
  • Maintain and update key organizational records such as registrations, business licenses, and subscriptions.
  • Coordinate the organization’s calendar for grant and contract reporting deadlines, insurance renewals, and compliance filings.

COMPLETE OTHER DUTIES AS ASSIGNED – Assist with planning public events, attend stakeholder meetings, and other duties as assigned by the Executive Director

Skills and Qualifications:

• Demonstrated experience in nonprofit bookkeeping, particularly with grant- or contract-funded organizations
• Strong proficiency in QuickBooks desktop and Microsoft Office
• Strong organizational skills
• Stellar customer service is a must
• Self-motivated
• Comfortable working in a small office environment
• Valid Colorado driver’s license and clean driving record
• Must successfully pass background check
• Occasional local travel

Physical Requirements – CYCA is committed to the full inclusion of all qualified individuals and will ensure that persons with disabilities are provided reasonable accommodations to perform essential job functions. The employee must occasionally lift, carry, push, pull, or otherwise move objects up to 30 pounds. This position may be required to climb, balance, stoop, kneel, crouch, or crawl on an infrequent basis. When traveling in-state for work the employee is often required to drive a Subaru Forester with automatic transmission.

Applications accepted until the position is filled

Preferred start date: prior to Wednesday, March 18, 2026

Electronic submission only—submit the following materials to Nancy Weil, Office Manager, at nweil@cyca.org:

• Resume
• Cover letter in which the applicant describes his or her experience using QuickBooks. In addition, briefly share a specific example that illustrates your attention to detail or success managing complex financial records. Finally, tell us which aspect of this position feels most fulfilling to you and why.
• Three professional references (will not contact without your permission)