Bookkeeper/Administrative Assistant

Bookkeeper/Administrative Assistant

Job Description:               Bookkeeper / Administrative Assistant

Status:                                  Part-Time/Non-Exempt

Reports to:                         Chief Financial Officer (CFO)


 Position Summary:

The Bookkeeper / Administrative Assistant is responsible for maintaining accounting records of financial transactions by posting transactions and ensuring legal requirements compliance.  The Bookkeeper / Administrative Assistant will also have administrative functions outside of the accounting department, which includes front desk responsibilities such as screening visitors and answering the phone plus data entry and special projects.


Primary Responsibilities:

 Accounting Responsibilities

  • Maintains overall accounts payable system through coding and recording all invoices. Prepares checks for signature and mailing or distribution internally.
  • Inputs prepared accounts payable invoices into the system.
  • Processes accounts payable through selecting invoices for payment.
  • Enters daily cash receipts and take deposits to the bank on a regular basis.
  • Provides supporting documentation to ensure all allowable expenditures are submitted to contracting agencies.
  • Prepares and records payroll and journal entries.
  • Records and monitors payments on government grants.
  • Prepares bank reconciliations and assists with month-end closing.
  • Assists with annual audit, tax return, and budget preparation.
  • Works with the Human Resources Manager on insurance billings.
  • Assists the Vice President of Finance and Operations with clerical duties as needed.

Administrative Responsibilities

  • Admit guests into the building when appropriate through a buzzer/intercom system
  • Greets all visitors with courtesy and respect
  • Manage sign-in of all guests
  • Monitor security cameras
  • Notify staff when appointments have arrived via phone, email or in-person
  • Provide data entry support to various Julian Center programs, as needed
  • Briefly assess immediate needs of walk-in survivors and determine the best point of contact
  • Organize front desk and lobby areas, as needed
  • Answer incoming phone calls and transfer as appropriate
  • Contact police, fire or EMS if necessary due to security or guest needs
  • Adherence to all Julian Center safety and confidentiality protocols



  • Ability to work independently
  • Professionalism with public
  • Excellent communication skills (verbal and written)
  • Detail-oriented
  • Awareness and adherence to confidentiality and boundaries
  • Punctuality and dependability
  • Ability to problem solve and make appropriate decisions in urgent situations
  • Desire to provide support to victims and survivors of domestic violence and sexual assault
  • Display a patient, empathetic and non-judgmental attitude


Required Qualifications:

  • High school diploma or general education degree (GED); or one to two years related experience and/or training; or equivalent combination of education and experience.
  • Working knowledge of Microsoft suite including Word, Power Point and Outlook
  • Previous experience in working with the public (non-profit or social service work preferred)
  • Commitment to non-violent and cooperative work environment
  • Commitment to providing quality and equitable services to all clients regardless of race, ethnicity, sex, gender identity, religion, age or sexual orientation


Preferred Qualifications

  • Associates Degree in Accounting with one to two years’ experience is preferred.
  • Knowledge of community resources
  • Fluency in Spanish and English
  • CPR/First Aid certification


To Apply:             Send resume to