P/T Office Administrator/Bookkeeper Position Available In Cumberland, Maine

P/T Office Administrator/Bookkeeper United Recovery Fund Portland, ME 04101 • Hybrid work About United Recovery Fund United Recovery Fund (URF) is a nonprofit organization dedicated to supporting individuals in recovery who may also be involved with the criminal justice system, through access to transportation, employment services, and community resources. We collaborate with a network of partners to remove barriers and create pathways toward self-sufficiency. Our work is rooted in equity, compassion, and practical support—meeting people where they are and helping them move forward. URF is a small, mission-driven team based in Portland, Maine. About the Role We’re seeking a detail-oriented, tech-savvy, and highly-organized Office Administrator/Bookkeeper to support the day-to-day operations of United Recovery Fund. This role is central to ensuring the smooth functioning of our financial systems, office administration, donor support, and IT infrastructure. The ideal candidate is a proactive problem-solver with strong technical skills and a commitment to accuracy, efficiency, and mission-driven work. This is a part-time, hourly, hybrid role based in Portland, Maine, with regular in-office responsibilities.

Responsibilities:

Financial and Bookkeeping Perform routine bookkeeping tasks, including recording income and expenses, entering journal entries, making deposits, and paying bills. Coordinate payroll processing with payroll vendor. Perform monthly bank reconciliations. Assist ED with annual budget preparation and monitor spending against budget. Prepare monthly financial reports for internal and funders’ use. Issue 1099s to contractors and vendors. Maintain financial records and ensure compliance with accounting standards and grant requirements. Manage bank accounts and PEX cards, including transaction monitoring, reconciliations, spending limits, and staff support for card use. Work with CPAs and auditors to support accurate reporting, compliance, and year-end processes, 990 filings and annual financial audit. Development Support Maintain accurate donor records and gift documentation in Little Green Light (LGL) database Post all donations and track/reconcile pledges Generate timely gift acknowledgments and thank-you letters in compliance with donor stewardship best practices Support the design, layout, and production of newsletters, marketing materials, and donor mailings Assist with planning and executing special events, including logistics and communications Assist ED with grant applications to ensure outcomes are measurable and reporting requirements can be met Administrative & Operations Manage daily operations, including responding to mail, email, Slack, and text communications; ordering and tracking supplies; and maintaining organized physical and digital filing systems Continuously improve administrative workflows and implement systems to support efficient, responsive operations Maintain URF vehicle registrations and ensure compliance with required documentation Oversee organizational IT systems to ensure functionality, security, and continuity Manage software licenses, user credentials, Google Workspace administration, and website updates via Wix Provide technical support and user training for platforms such as LGL, QBO, and Apricot Coordinate with external vendors as needed for software support and system maintenance Program Support Serve as system administrator for the Apricot case management system, ensuring ata accuracy and system functionality Monitor client records, including program enrollment and service documentation to ensure they are current and accurate Support tracking and reporting for Arizona Self-Sufficiency Matrix (AZSSM) and other measurement tools and program-related data Prepare internal and external reports using Apricot and other data Work with Apricot support staff to develop new or customized report formats as needed Oversee volunteer driver documentation, including annual review of driver’s licenses and insurance Pull and review Motor Vehicle Records (MVRs) for staff and volunteer drivers as needed for insurance requirements Board of Trustees Support Take minutes at Board of Trustees meetings, as delegated by the board secretary Provide reports and supporting materials for inclusion in the board meeting packet Support communication and information-sharing between staff and board members Tools & Systems Used QuickBooks Online (QBO) Little Green Light (LGL) donor database Apricot case management software Google Workspace/Gmail, Calendar, Drive, Docs, Sheets, Forms, Meet Zoom Wix Slack Mailchimp Dropbox Compensation & Schedule This is a part-time position averaging 10-15 hours per week, with a pay range of $28-33/hour depending on qualifications and experience. While most work can be completed remotely, the candidate must be available for in-person responsibilities in Portland, Maine, approximately 1-2 times per week. There are no benefits associated with this part-time role.

Job Type:

Part-time Pay:

$28.00 – $33.00 per hour Expected hours: 10 – 15 per week People with a criminal record are encouraged to apply

Work Location:

Hybrid remote in Portland, ME 04101