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Office Manager/Bookkeeper Job Description

Our mission: Cultivating farmer-led and community-rooted agriculture and food systems to actualize the rights of under-resourced peoples.

Providence Farm Collective (PFC) is a non-profit organization established in 2019 with a vision of empowering just and equitable access to food and farmland! PFC provides under resourced communities and individuals in Western New York with land to farm; business and farming education; affordable fresh produce; a place to share cultural farming traditions and the social, emotional and health benefits of nature. For more information on PFC visit ProvidenceFarmCollective.org.

PFC is currently seeking one full-time Office Manager/Bookkeeper to provide operational support for the Executive Director and staff, and work under the supervision of the Director of Finance & Grants to keep the general ledger of PFC and provide reports as needed.

Job Responsibilities:

Office Management (about 25-30 hours per week):

The Office Manager/Bookkeeper will be lead in all aspects of general office operations.

General Tasks

  • Work with all staff members supporting day-to-day administrative needs.
  • Oversee and ensure efficient, organized day-to-day internal operations and communications, including management of info@ address and PFC phone.
  • Maintain all key office activities (payroll, internal and external scheduling, calendar management, coordination of vendors, ordering office supplies and farm supplies as needed, get and sort mail, and other duties as assigned).
  • Liaising with HR provider and ED to maintain HR and benefits policies, including scheduling the yearly anti-harassment workshop and other required trainings.
  • Be the primary contact person at PFC for answering employee HR-related questions.
  • Maintain insurance records, including providing certificates of insurance and additional insured certificates, as needed.
  • Maintain NYSIF Workers Comp insurance records.
    Assist in planning and executing PFC community events and celebrations.
  • Coordinate with Executive Director and Board President to prepare for board meetings, including ordering and setting up refreshments, creating and sending correspondences, printing documents, recording and distributing meeting minutes, and maintaining the corporate book.
  • Administrative and other supportive tasks as assigned.

Bookkeeping Responsibilities (about 15-10 hours per week):

The Office Manager/Bookkeeper will be responsible for recording and maintaining PFC’s QuickBooks ledger, inputting all financial transactions, such as purchases, expenses, sales revenue, invoices, and payments, as well as maintaining receipts for all transactions.

General Tasks

  • Oversee and ensure efficient, organized day-to-day internal operations and communications, including management of info@ address and PFC phone.
  • Compiling and submitting monthly UW Works reports.
  • Maintain all key office activities (payroll, internal and external scheduling, calendar management, filing, supplies purchasing, coordination of vendors, and other duties as assigned).
  • Maintaining and issuing 1099s and W-9s and keeping them organized.
  • Maintaining PFC’s tax exempt forms and issuing them as needed.
  • Issuing checks, invoicing vendors, and grantors, and keeping accounts payable and receivable up to date.
  • Daily check of bank accounts and credit card accounts.
  • Participating in the annual audit process, preparing, and providing requested documentation.
  • Administrative tasks as assigned.

Other (about 8 hours per month):

Farm systems and food sovereignty advocacy.

General Tasks

  • Representing Providence Farm Collective in external meetings of advocacy and community groups as they pertain to PFC’s values, mission, and vision.
  • Sharing learnings from external meetings with PFC staff.

Requirements/ Qualifications

  • BA, BS, or commensurate work experience
  • Commitment to diversity, equity, inclusion, and justice; passion for the Vision & Mission of Providence Farm Collective
  • Hard working, efficient, professional, and positive
  • Excellent verbal and written communication skills
  • Reliable, responsible, and ability to work independently and with others.
  • Expertise in creating/using spreadsheets, databases, word processing, and Google Drive, with a strong background in software, hardware, apps, and online applications.

Characteristics

  • Committed to PFC’s mission, vision, and values.
  • Self-directed; can work independently.
  • Outgoing people-person; energized by being around others.
  • Strong written and verbal communication, as well as interpersonal relationship-building skills.
  • Highly organized with excellent time management skills.
  • Proactive and responsive
  • Motivated
  • Team player

Experience:

  • Early career with opportunities to grow in knowledge, experience, and leadership.
  • 2-5 years of relevant non-profit administrative, bookkeeping, management, communications, or sales experience.
  • Bachelor’s degree

Compensation:

Salary is $50,000.00 to $55,000.00, commensurate with work experience, plus benefits, including 5 paid sick days, 25 paid vacation days, individual health and dental plans, 401k, and moderate flexibility in work hours.

Application and Interview:

Providence Farm Collective is committed to fostering a diverse and inclusive community; we consider applicants for employment without regard to, and do not discriminate based on, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status. Qualified farmers and individuals from the communities farming at PFC will be given priority consideration for the position.

Questions welcome via email. If you are invited to an interview, we will ask for three references and a writing sample (no more than 2 pages). Position open until filled. Please email a resume and cover letter explaining your interest and qualifications to info@providencefarmcollective.org.

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