The Bookkeeper / Administrative Assistant provides primary bookkeeping and financial recordkeeping support for a nonprofit grant-funded substance use prevention coalition. This position is responsible for maintaining accurate financial records, supporting grant financial documentation, and assisting the Executive Director with financial tracking and reporting.
In addition to financial responsibilities, the position provides administrative support for executive director, including meeting coordination, documentation, and general office support.
The ideal candidate is highly organized, detail-oriented, trustworthy with financial and confidential information, and supportive of the agency’s mission to strengthen the Cheatham County community through substance use prevention.
Bookkeeping & Financial Management (Primary Responsibility)
Maintain accurate financial records including expenses, invoices, and receipts.
Enter and manage financial data using QuickBooks accounting software.
Accounts payable and receivable processing.
Track and organize expenses across multiple grants and funding sources.
Maintain organized financial documentation for grant compliance and audits.
Assist the Executive Director with financial reports, budget tracking, and financial documentation for funders and the board of directors.
Reconcile financial records and assist with monthly financial reporting.
Maintain organized records for grant budgets and expenditures.
Maintain membership and subscription accounts.
Grant Financial Documentation
Maintaining financial documentation required for grant-funded programs.
Organize records supporting grant expenditures and financial reports.
Help track spending across grant budgets to ensure compliance with funding guidelines.
Prepare documentation needed for audits, grant monitoring, and reporting.
Administrative & Coalition Support
Provide administrative support to the Executive Director including scheduling, correspondence, and document preparation.
Coordinate coalition meetings including preparing agendas, maintaining attendance records, and recording meeting minutes.
Maintain organized digital and physical files for coalition activities and organizational documentation.
Assist with organizing community prevention events, trainings, and meetings as needed.
Office Operations
Maintain office filing systems and administrative processes.
Manage office supplies and assist with general office organization.
Maintain inventory of agency equipment and supplies.
Assist with preparing materials for board meetings and presentations.
Required Qualifications
High school diploma or equivalent (Associate or Bachelor’s degree preferred).
2+ years of bookkeeping, accounting support, or financial administrative experience.
Experience using QuickBooks accounting software.
Strong attention to detail and financial recordkeeping accuracy.
Proficiency with Microsoft Office 365.
Ability to maintain confidentiality with financial and organizational information.
Preferred
Experience working with nonprofit organizations or grant-funded programs.
Familiarity with financial tracking for grants or multiple funding sources.
Experience supporting audits or financial reporting.
Key Skills
Financial recordkeeping and bookkeeping accuracy
Organization and documentation management
Budget and grant expenditure tracking
Professional communication and administrative coordination
Time management and multitasking
Integrity and confidentiality
Medical, dental, & vision insurance, 14 paid holidays per year, generous PTO accural, nice office environment in Ashland City, TN.
email resume to ldurham@cheathamcoalition.org
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