Administrative Assistant/Bookkeeper

Atlanta, Georgia
Up to $40,000 + benefits
Jun 14, 2017
Jul 05, 2017
Focus Areas
Youth Development
Position Type
Full Time
Degree Level
Experience Level

The AA will serve as the bookkeeper, as executive assistant to the ED, and as administrative support to the Director of Development. The Administrative Assistant (AA) will report to the Executive Director (ED).

Bookkeeping and Financial Management

  • Perform all routine functions in QuickBooks
    • Enter bills and prepare check for signature. Monitor timing of payments.
    • Monitor expense receipts and enter credit card expense forms
    • Prepare, record and deliver deposits
    • Generate invoices and handle collection of pledges receivable
    • Track all in-kind donations of goods and services
    • Track restricted grant spending
    • Track expense categories
    • Reconcile all accounts monthly
  • Prepare monthly financial reports for the Treasurer and Board of Directors
  • Prepare financial summary, if requested by Treasurer
  • Assist Executive Director and Accounting Advisor with year-end accounting and annual audit preparation
  • Carefully organize and maintain all financial files
  • Assist with the preparation of the annual operating budget


    Administrative Support for the Executive Director

    • Prepare for meetings – set up, order food, prepare printed materials, take RSVPS
    • Manage vendor relationships and contracts, and maintain vendor records and files
    • Handle insurance renewals and insurance audits and record keeping
    • Handle business licenses renewals, including Secretary of State solicitation annual registration

    Human Resources Support

    • Process payroll
    • Submit timesheets (including PTO, holiday, overtime, etc.)
    • Transfer funds from operating to payroll account
  • Maintain PTO records
  • Serve as primary contact/liaison to Insperity, the Professional Employer Organization

Development Support

  • Work with Development office to reconcile Quickbooks with Giftworks monthly
  • Assist the Development office as needed

Office Management

  • Purchase office and program supplies, carefully monitoring supplies and anticipating needs
  • Manage maintenance agreements and routine upgrades on office equipment (copier,  postage machine, phone system)
  • Serve as the on-site point of contact for external IT support company
  • Assist with answering phones and fulfilling routine requests for information
  • Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Serve as point person for companies using the Kate’s Club facilities

Required Qualifications and Skills

  • Bookkeeping experience required. Experience with QuickBooks software and with nonprofit bookkeeping practices ideal.
  • Efficient, computer savvy, and technologically competent, with at least basic proficiency in Microsoft Suite, Excel, databases, and web-based software.
  • Extremely detail-oriented, accurate and organized
  • Experience with data entry and administrative support
  • Consistent, reliable, proactive, professional
  • Superior time management skills and the ability to consistently meet deadlines
  • Flexible, team player

Application Summary – Kate’s Club Administrative Assistant/Bookkeeper


  1. Name:


  • Date of Application:


  • Highest Educational Degree:


  • Most Directly Relevant Professional Experience:


  • Salary Requirements:


  • Preferred Start Date:


  • Do you have any restrictions on your availability?


  • Why are you the ideal candidate for this position?

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