Bookkeeper/Office Manager

Rare Book School (RBS), a 501(c)(3) non-profit University-affiliated organization, currently seeks a Bookkeeper/Office Manager to work as a member of the full-time staff in our small but fast-paced office at the University of Virginia (UVA). As a member of RBS’s finance team, he or she will assume core data entry and bookkeeping duties as well as general office management, including general reception. The ideal candidate must have integrity, strong attention to detail, patience, perseverance, and a sense of humor; he or she must also be self-motivated and a good team player. Strong written and oral communication is important, and experience in a non-profit environment is preferred, but not required. Core duties include:

Bookkeeping and Financial:

  • Process, record, and monitor payments and reimbursements to vendors, instructors, and staff, and manage petty cash
  • Process, record, and monitor receipts, including contributions, program revenue, and other earned income
  • Process, record, monitor, and reconcile staff organizational credit card transactions
  • Review and track financial and other paperwork for grant programs
  • Maintain correspondence with vendors, instructors, students, and staff regarding payments payable and/or receivable
  • Reconcile recorded deposits and receipts against bank deposit notifications
  • Maintain and update financial archives in accordance with organizational Records Retention Policy; and
  • Maintain confidentiality regarding sensitive financial information

General Office and Administration:

  • Welcome visitors to RBS on arrival, and provide information or directions
  • Monitor incoming phone calls and emails from the public, and respond or redirect messages to appropriate RBS staff members
  • Retrieve, sort, and distribute mail
  • Keep office tidy and organized: ordering and organizing supplies, filing documentation, recycling, &c.; and
  • Provide occasional assistance in coordinating deliveries and catering

Minimum qualifications:

  • Experience using accounting software, such as Sage Intacct, Quickbooks, Oracle, &c.
  • Two to five years’ experience working in bookkeeping and administrative role; and
  • Excellent communication skills and judgment including ability to maintain privacy and confidentiality

Preferred qualifications:

  • Bachelor’s degree
  • Experience with general office desktop applications, including MS Office (e.g. Word, Excel, and Outlook) and Adobe Acrobat, as well as with cloud-based web applications including DropBox and Adobe EchoSign
  • Proficiency working in a Mac platform
  • Experience using donor databases, such as Raisers Edge
  • Demonstrable interest in the humanities, social sciences, or antiquarian books

This is a full-time, non-exempt, benefited position. Benefits include health insurance (including dental); long-term disability; 403b retirement plan, including employer’s matching contribution (after one year); training for work in required financial systems; and a flexible work environment.

Please send résumé, cover letter, and a list of three references to dculpepper@virginia.edu by 28 February 2018 for first consideration. Applications will be reviewed on a rolling basis thereafter.

Rare Book School is an equal opportunity employer committed to diversity, equity, and inclusiveness.