Office Administrator/Bookkeeper

Position available November 1, 2011

Applications reviewed until position filled

 

The ACLU of Alabama, a leading non-profit, civil rights public interest organization, is the state’s guardian of freedom, working in courts, the Legislature and communities statewide to defend and preserve the individual rights and liberties guaranteed by the U.S. and Alabama Constitutions. Founded in 1965 the ACLU of Alabama is located in Montgomery and has four full time employees, a part-time office assistant and a number of legal interns.

 

Overview

The Office Administrator/Bookkeeper will be responsible for ensuring the smooth daily operations of the office, including handling all accounting and payroll functions, providing administrative support to the Executive Director, developing and organizing technical systems and office procedures, updating a national database and working with outside vendors and contractors.

 

Accounts Management:

  • Via QuickBooks Pro, manage AP/AR/Payroll; reconcile against national database
  • Ensure timely completion of bank reconciliations, general journal entries, taxes and a variety of financial reports for the board of directors and other entities
  • Prepare draft budgets annually and finance reports, quarterly. Monitor cash flow for compliance within budget

Executive/Board Support

  • Serve as an assistant to the Ex Director for board and program support activities
  • Provide support for and attend quarterly Saturday board meetings
  • Maintain records of board minutes and materials
  • Update board member lists and distribute updates regularly
  • Update and distribute the orientation manual for new board members

Information Technology Admin/Communications:

  • Maintain six computer workstations
  • Ensure compliance with technology protocols established by the national ACLU
  • Develop best practices for IT issues, e.g. web and email usage, document storage, data security, upgrades, anti-virus, etc. Enlist IT consultant when needed
  • Manage users for the ACLU intranet with the national ACLU

Office Management:

  • Answer and route incoming calls, mail and visitor inquiries
  • Ensure an organized and efficient work environment
  • Purchase/maintain/purge office equipment, computers and supplies
  • Maintain vendor accounts and meet renewal deadlines
  • Serve as a liaison with the landlord
  • Manage file storage and archiving procedures, maintain confidentiality guidelines
  • Facilitate communications among staff/keep central calendar of staff activities
  • Assist with routines that support program initiatives and fundraising

 

 

 

 

 

 

Human Resource Management

  • Manage time sheets and personnel files
  • Manage insurance plans for staff and office
  • Post new staff positions, maintain distribution lists with a diverse applicant pool
  • Provide employee orientation with prepared materials and instruction
  • Submit annual reports to national ACLU for pension and salary surveys
  • Supervise the work of a part-time office assistant

 

Qualifications…successful candidates will present a majority of the following:

  • Minimum 3-5 years of bookkeeping and administrative support experience
  • Knowledge of generally accepted accounting principles and practice
  • Proficiency with QuickBooks Pro, Microsoft Word, Excel and Outlook
  • User knowledge of Microsoft Access and/or other database programs
  • Experience maintaining software & hardware technology systems  
  • Confidence, initiative, excellent problem solving skills and self-motivated
  • Ability to set priorities and meet deadlines in a busy work environment
  • Superior oral, written and proofreading skills
  • Commitment to protecting civil rights and civil liberties for all with an understanding of the basic mission of the ACLU
  • Detail oriented with impeccable organization and time management skills
  • Flexible for occasional travel; a reliable car is necessary

 

Compensation and Benefits

Salary is $34,000+ depending upon experience.  Work week: 40 hours. Excellent benefits: 100% employer-paid health, dental, life and disability insurance, 401K plan with employer match plus generous holiday, vacation and sick leave, paid parking.

 

To apply, send a cover letter, resume, and three references. Only those applications with a cover letter that clearly links skills and experience with the qualifications sought for this position will be considered. Email: jboltz@aclualabama.org

 

The ACLU of Alabama is an equal opportunity/affirmative action employer and encourages persons with disabilities, women, persons over 55, people of color, gay men, lesbians, bisexual and transgendered individuals to apply.