Bookkeeper / Office Manager

Organization:

The Blue Card – A national nonprofit organization dedicated to aiding Holocaust survivors in need throughout the United States.

Job Title:

Bookkeeper - Office Manager (Part-Time or Full-time, In-Person)

Location:

New York, NY

Compensation:

Full time - $60,000-$80,000

Part time, up to 25 hours - $28-$38/per hour

Position Overview:

The Blue Card is seeking a dedicated, detail-oriented, and calm professional to join our team as a Bookkeeper - Office Manager. This in-person role requires a minimum commitment of 25 hours per week, with the potential for additional hours.

We are looking for an organized, self-starting, and independent individual who can manage multiple priorities with professionalism and efficiency. The ideal candidate brings 4–6 years of professional experience—particularly in nonprofit accounting—and possesses strong knowledge of QuickBooks, with added capacity for managing day-to-day office operations.

Since much of our communication with clients takes place in Russian, Russian language proficiency is preferred.

In addition to bookkeeping responsibilities, this position will assist with key HR functions and oversee office management tasks to ensure smooth daily operations.

This is also a unique and meaningful opportunity to make a tangible difference in the lives of Holocaust survivors, especially in their twilight years. This work will directly support individuals who rely on dignity, compassion, and timely assistance. If you are passionate about honoring history through action and service, we encourage you to apply.

Key Responsibilities:

Bookkeeping and Financial Operations:

• Maintain accurate records of financial transactions through posting, verifying, and reconciling data
• Develop and implement efficient bookkeeping systems and procedures
• Establish and manage the chart of accounts and subsidiary ledgers
• Reconcile general ledger and subsidiary accounts; prepare trial balances
• Compile, analyze, and report financial data in monthly and ad-hoc reports
• Monitor actuals vs. budget and report variances
• Review daily bank activity and notify management of issues
• Process payroll and ensure timely tax filings, including preparation of W-2s, 1099s, and other required filings
• Manage accounts payable and receivable, including coding, invoicing, deposits, and collections
• Handle revenue recognition and cash receipt documentation
• Administer and report on the employee 403(b) retirement plan
• Reconcile all financial accounts on a regular basis
• Ensure compliance with federal, state, and local financial requirements
• Apply GAAP principles and ensure adherence to accounting policies
• Support and liaise with external auditors in the preparation for annual audits, 990 filings, and financial statements
• Prepare detailed program budgets and assist in the development of budgets for grant proposals and grant reporting
• Maintain documentation and reporting systems for government and foundation grants, including registration, recording received amounts, tracking expenditures, and ensuring timely reporting and follow-up

HR Support:

• Maintain and update the employee handbook
• Track PTO, sick leave, and other staff time-off
• Assist with employee onboarding and records management
• Support the processing and reporting of payroll through ADP or similar systems

Office Management:

• Serve as the primary liaison for office vendors, supplies, and service providers
• Ensure the office is well-stocked, organized, and functioning efficiently
• Coordinate office equipment maintenance and IT support requests
• Manage incoming and outgoing mail, shipping, and deliveries
• Support scheduling and coordination of staff meetings and events
• Maintain a welcoming and professional office environment
• Assist the Executive Director and senior staff with administrative tasks as needed
• Answer and direct incoming calls, including those from Holocaust survivors and social workers, with sensitivity and professionalism
• Perform additional administrative duties and general office support tasks as required

 Qualifications:

• Associate’s degree in Accounting, Finance, Business Administration, or related field (Bachelor’s preferred)
• 4–6 years of professional experience, ideally in the nonprofit sector
• Strong knowledge of GAAP and nonprofit accounting standards
• Proficiency in QuickBooks, Microsoft Office (Word, Excel, Outlook), and ADP payroll systems
• Experience with audits, 990 preparation, payroll processing (including W-2s and 1099s), and government grant compliance
• Experience with A/P, A/R, general ledger, and financial reporting
• Strong organizational and multitasking skills, with a high level of attention to detail
• Ability to work independently and manage competing priorities
• Calm, professional demeanor with strong problem-solving skills
• Strong verbal and written communication skills
• Client service orientation and ability to interact professionally with a vulnerable population
• Russian language proficiency preferred
• Strong references required