Bookkeeper/Office Manager

Deer Hollow Farm is a 160 year-old historic ranch located in Rancho San Antonio County Park and Open Space Preserve, immediately west of Cupertino. Its mission is to preserve Deer Hollow Farm as an educational center and working farm, and support the Farm’s environmental education programs for the benefit of schools and the community by raising funds through donations, grants and events.

The Bookkeeper/Office Manager role is a contract position and will be done from your home. It includes travel to the post office at 211 Hope St in Mountain View (PO Box), Wells Fargo (Bank) and Deer Hollow Farm in Rancho San Antonio Open Space Preserve (DHF). This position reports to the Executive Officers of Friends of Deer Hollow Board and may also be overseen by a CPA in a volunteer advisory role. The position is part-time, averaging at 15-20 hours/month (some months busier than others).

Primary Duties and Responsibilities

Bookkeeper Realm

• Collect donations and other mail from PO and DHF at the end of the month
• Scan all checks/correspondence and upload to Google drive in appropriate folder
• Endorse checks and deposit checks/cash at Bank
• Download donations from PayPal and other donation sites
• Invoice any grants under grant service agreements
• Enter all donations and grants received into Quickbooks Online (QBO), by class (fund)
• Prepare and mail tax receipt letters to donors each month, using QBO app
• Reconcile proceeds from the fundraising events at DHF; deposit cash/checks; download PayPal payments; enter all into QBO
• Reconcile proceeds from any merchandise sales to sales sheet; deposit cash/checks; download PayPal payments; enter all into QBO
• Scan all invoices, expense reports and other documentation supporting disbursements
• Send notices to all schools that need to document reimbursement of bus costs
• Prepare payments of invoices, expense reports, grant disbursements after approval of appropriate board member or board resolution and verification of being within budget
• Close books monthly using downloaded bank and investment statements; record investment transactions, including unrealized gain/loss to memo account; reconcile Bank, PayPal and investment accounts to QBO
• Prepare financial reports and upload to Google drive any report not accessible by board members
• In the last week of each quarter, request and receive a detail of costs and any improvements (if funded by FoDHF) for that quarter. The funds would be advanced at the beginning of the quarter. Reconcile actual costs to original approved/sent; determine if within guidelines or if additional approval needed; adjust next quarter’s advance to true-up
• Track all financial related deadlines, alert board members to same and follow-up as needed
• Track Board Member term dates and their annual donations
• Manage the Zettle units/accounts and the Petty Cash
• Manage credit card and/or reimbursement needs
• Assist President with agenda/content for Board meetings throughout the year (4 Board meetings/year - January, March, May, September)
• Attend board meeting, prepared to discuss financial matters
• Work with DHF staff to determine list of scholarship schools for year
• Compile budget data prepared by committee chairs to draft summary budget; amend as needed throughout the budget; present final budget in May for approval
• Enter approved budget into QBO for next fiscal year
• File online annual sales tax
• Prepare documents to assist in filing Federal and State tax forms
• Prepare documents for the Treasurer’s annual review, within 45 days year-end

Office Manager Realm

• Attend the 3 Farm events each year (October, March and April), to assist with ticket sales and/or merchandise sales
• Work with insurance agent as needed to renew liability insurance
• Send out hand-written acknowledgement letters each month
• Send out hand-written thank you notes each quarter
• Assist with the creation of the twice-a-year farm newsletter, which includes the “Wonderful Friends” content
• Maintain the Mailchimp account
• Maintain the Active/Inactive donor records in QBO (used for newsletter labels)
• Create and maintain grant application calendar and assist in grant-writing needs
• Create and maintain swag inventory
• Responsible as our Google Admin, ensuring proper usage for our Google users/content
• Assist with website updates
• Assist with the execution of new ideas/projects

Job Types: Part-time, Contract

Pay: $30.00 - $35.00 per hour

Experience level:

• 3 years

Work Location: Hybrid remote in Mountain View, CA 94041

Salary : $30 - $35