Job Purpose
Help keep Gaithersburg HELP’s financial operations organized and running smoothly. The Assistant Treasurer supports the Treasurer with routine bookkeeping, payments, financial reporting and documentation for food pantry purchases and grant reimbursements. Represent the Treasurer at Executive Committee and Board meetings when the Treasurer is unable to be present.
Duties and Responsibilities
- Weekly: Check and sort incoming mails delivered to the pantry. Deposit checks and cash; pay approved bills; keep QuickBooks current; distribute deposit reports; log food and infant-needs purchases; and scan receipts with proof of payment.
- Monthly: Review QuickBooks entries using Budget vs. Actual reports, prepare the Treasurer’s report when needed and attend the Executive Committee meeting or a Board meeting as appropriate.
- Quarterly: Organize receipts by funding source; prepare required State and County reimbursement reports and supporting documents; provide food and infant-needs expenditure details for City reporting; and submit quarterly City-award invoices. Prepare (or provide input to) quarterly reports to State, County, and City in support of reimbursements.
- Annually: Help complete the pantry inventory, prepare the annual budget with the Treasurer and area coordinators, and calculate the value of donated food.
- As needed: Provide financial information and documentation for grant applications, landlord or insurance requests and other HELP volunteer needs. Prepare deposit reports for the Executive Director, President, Fund Raising Coordinator, and volunteer responsible for acknowledging gifts. Log food and infants need purchases and scan receipts.
Qualifications
- Basic understanding of how nonprofits function.
- Familiarity with QuickBooks, Microsoft Excel and Google Sheets.
- Strong organizational skills.
- Flexibility and ability to adapt to changing demands and needs.
Working Conditions
Apart from the need to have physical access to both the pantry and the bank, this role is done virtually from home using one’s own computer with a high-speed internet connection. Most of the work can be accomplished over evenings and weekends with occasional day-time involvement.
Physical Requirements
No specific physical challenges are associated with this role.
Time Requirements
This role requires a time commitment of 5-10 hours per week.