Business Office Manager

The Business Office Manager is responsible for the organization’s day-to-day bookkeeping and financial administration and serves as the primary staff contact for the annual audit. This position maintains accurate financial records, manages routine accounting processes, assists with budgeting and financial reporting, and ensures that financial documentation is complete, organized, and audit-ready.

The position also supports the financial and administrative aspects of grants, sponsor ships, and other revenue-generating activities, including tracking awards and commitments, monitoring expenditures, preparing invoices, maintaining supporting documentation, and assisting with financial reporting.

General administrative and office support is also part of the position but is secondary to the role’s financial responsibilities.

The ideal candidate is highly organized, comfortable working with financial information, attentive to detail, able to manage deadlines independently, and interested in supporting the mission of an arts and community-focused organization.

• Maintain accurate and current bookkeeping records using Quick Books
• Record and properly categorize income, expenses, deposits, payments, transfers, and other financial transactions.
• Manage accounts payable, including reviewing invoices, obtaining appropriate approvals, preparing payments, and maintaining supporting documentation.
• Manage accounts receivable, including preparing invoices, recording payments, and following up on outstanding balances.
• Make and record deposits and maintain appropriate documentation of cash and other receipts.
• Reconcile bank, credit card, and other financial accounts on a regular basis.
• Coordinate independent contracts and maintain related records, as assigned.
• Maintain the chart of accounts and help ensure transactions are consistently and appropriately classified.
• Maintain organized financial files, including invoices, receipts, contracts, deposit records, grant documentation, and other supporting materials.
• Track restricted, designated, grant-funded, and project-specific revenue and expenses.
• Assist with cash-flow monitoring and financial planning.
• Prepare routine financial reports for the Executive Director, Board, committees, and program staff.
• Assist with preparation and monitoring of the annual operating budget.
• Prepare budget-to-actual reports and help identify significant variances.
• Coordinate with the organization’s accountant, CPA, payroll provider, financial institutions, and other financial professionals.
• Assist with year-end closing and tax-related documentation.

Serve as the organization’s primary staff contact and internal coordinator for the annual financial audit or financial review.

Responsibilities include:

• Maintain financial records throughout the year in an audit-ready manner.
• Maintain appropriate supporting documentation for financial transactions.
• Coordinate the annual audit timeline with the Executive Director, accountant, auditors, and appropriate staff.
• Assemble financial schedules, reports, reconciliations, contracts, invoices, grant records, and other documentation requested by auditors.
• Respond to auditor information and documentation requests in a timely manner.
• Coordinate with other staff to obtain information needed for the audit.
• Maintain organized records of audit requests and materials provided.
• Assist the Executive Director and Board with implementation of recommendations resulting from the audit.
• Help strengthen financial procedures and internal controls when opportunities for improvement are identified.

Support the financial and administrative management of grants from foundations, government agencies, corporations, and other funders.

Responsibilities may include:

• Maintain a master schedule of active grants, award amounts, grant periods, reporting deadlines, restrictions, and other requirements.
• Track grant revenue and expenditures against approved budgets.
• Maintain financial documentation required by funders.
• Prepare financial information and reports for grant reporting.
• Assist staff with developing grant budgets and budget…