Financial Administrative Associate

This is a Part-Time, Hourly Position that will transition into an eventual Full Time (30-40 hours), Salaried position as a Director of Finance with a starting range of $33,000-$43,000 once it becomes a Full-Time position. This position is meant to train under and serve with our current Financial Administrator until further notice. Opportunity to grow salary range.

Monday-Friday, make own hours

Position Title: Financial Administrative Associate
Department: Finance and Administration
Reports To: Executive Director
Employment Type: Part-Time to start, transition to Full-Time

About Bright Bridge Ministries

Bright Bridge Ministries is a faith-based 501(c)(3) nonprofit dedicated to providing food, recovery services, housing and spiritual guidance to those in need. Our mission is to promote the dignity and well-being of the homeless and under-resourced in our community.

Since 2007, Bright Bridge Ministries has worked with Escambia County's most vulnerable and under-resourced residents: unhoused and near homeless individuals and families, U.S. veterans, those with mental illness, those fleeing trafficking, former inmates, those with Substance Use Disorder and others in need. Services provided include daily feeding and Supportive Services for approximately 150 individuals Monday through Friday in our Hot, Healthy, Hearty Meals Program and operation of the His Place Shelter, a 97 bed transitional home for men struggling with joblessness, homelessness, and addiction.

In 2025, our large stable of daily volunteers logged a staggering 10,750 hours in service and we housed 265 men in our His Place Shelter, 76 of which moved to stable housing. We fed 35,461 meals to 1,750 men, women, and children in our Dining Hall. Sound, accurate, timely financial operations are an essential part of our overall success as we strive to provide best-in-class services to our staff, clients, donors, and grantors.

Job Description: Financial Administrative Associate

Position Summary

The Financial Administrative Associate is responsible for supporting the organization’s daily financial operations, bookkeeping, payroll administration, banking activities, accounts payable and receivable, and grant-related financial reporting. This position plays a critical role in maintaining accurate financial records, ensuring timely processing of transactions, supporting organizational compliance, and providing reliable financial information to leadership.

The ideal candidate will have extensive hands-on experience with nonprofit bookkeeping and accounting practices, including the ability to track grant-related income and expenses, prepare monthly and quarterly grant financial roll-up reports, and reconcile financial records across multiple funding sources. The candidate must be highly proficient in QuickBooks Online, ADP payroll systems, and Google Workspace or comparable productivity platforms.

Experience with nonprofit fundraising and donor management software, such as Bloomerang or DonorPerfect, is highly desirable. The successful candidate will be organized, analytical, trustworthy, proactive, and capable of managing multiple financial and administrative responsibilities while maintaining strict confidentiality and attention to detail.

Essential Duties and Responsibilities1. Bookkeeping and Financial Recordkeeping

• Maintain accurate and up-to-date financial records using QuickBooks Online.
• Record daily financial transactions, journal entries, deposits, expenses, and other accounting activities.
• Maintain the general ledger and ensure transactions are properly categorized according to the organization’s chart of accounts.
• Reconcile bank accounts, credit cards, and other balance sheet accounts on a monthly basis.
• Assist with month-end and year-end closing procedures.
• Maintain organized digital records of invoices, receipts, financial statements, reconciliations, and supporting documentation.
• Identify and resolve discrepancies in financial records and escalate material issues to the appropriate supervisor.
• Assist with preparing financial statements, budget-to-actual reports, and other internal financial summaries.

2. Accounts Payable (AP)

• Process vendor invoices, bills, reimbursements, and other organizational expenses accurately and in a timely manner.
• Verify invoices, supporting documentation, approvals, account coding, and applicable grant or departmental allocations.
• Prepare and coordinate vendor payments through approved payment methods.
• Maintain vendor records and monitor payment schedules and outstanding obligations.
• Ensure expenses are appropriately documented and allocated to the correct funding source, grant, department, or program.
• Reconcile vendor statements and resolve billing discrepancies.
• Maintain compliance with internal financial controls and established approval procedures.

3. Accounts Receivable (AR) and Revenue Tracking

• Record and track incoming payments, deposits, reimbursements, grants, program revenue, and other organizational income.
• Monitor outstanding receivables and follow up on overdue payments as appropriate.
• Reconcile deposits and receipts to accounting records and supporting documentation.
• Assist with tracking grant awards, payment schedules, reimbursements, and outstanding funding requests.
• Maintain accurate records of revenue by funding source, program, and grant.
• Coordinate with appropriate staff to resolve discrepancies in recorded revenue and received payments.

4. Payroll Administration

• Administer and process payroll through ADP in accordance with established payroll schedules and organizational procedures.
• Maintain accurate employee payroll records, timekeeping information, payroll adjustments, and supporting documentation.
• Review timesheets, leave records, and payroll submissions for accuracy and completeness.
• Assist with payroll reconciliations, payroll expense allocations, and recording payroll transactions in QuickBooks Online.
• Support payroll tax reporting, deductions, benefits-related payroll administration, and year-end payroll processes in coordination with ADP and appropriate professional resources.
• Allocate payroll expenses to the appropriate grants, programs, departments, and funding sources when required.
• Maintain strict confidentiality of employee compensation, banking information, and personnel records.

5. Banking and Cash Management

• Monitor organizational bank accounts and assist with daily cash management activities.
• Prepare and record deposits, electronic payments, transfers, and other authorized banking transactions.
• Reconcile bank statements and investigate discrepancies or unidentified transactions.
• Maintain organized records of banking activity, deposit confirmations, and financial correspondence.
• Assist with monitoring account balances, anticipated receipts, upcoming payments, and short-term cash flow needs.
• Coordinate with financial institutions and authorized organizational representatives regarding routine banking matters.
• Follow established internal controls, including segregation of duties and payment authorization requirements.

6. Grant Financial Tracking and Reporting

• Maintain accurate financial records for individual grants, contracts, restricted funds, and other designated funding sources.
• Track grant expenditures, revenue, payroll allocations, and program-related costs against approved budgets.
• Prepare monthly and quarterly grant financial roll-up reports summarizing expenditures, available balances, funding received, budget variances, and financial activity by grant or program.
• Consolidate financial information across multiple grants and funding sources into clear, accurate, and timely reports for leadership and program managers.
• Reconcile grant-level financial reports to QuickBooks Online and supporting documentation.
• Monitor grant budgets and identify overspending, underspending, unusual transactions, and potential funding shortfalls.
• Assist with preparing financial information for grant reimbursement requests, funder reporting, monitoring visits, and audits.
• Maintain supporting documentation for grant expenditures, including invoices, payroll records, receipts, allocations, and payment confirmations.
• Help ensure expenses are allowable, appropriately allocated, adequately documented, and consistent with grant requirements and organizational policies.
• Coordinate with program staff and leadership to obtain accurate program expenditure information and resolve reporting discrepancies.
• Assist with tracking grant reporting deadlines and maintaining an organized grant financial reporting calendar.

7. Administrative and Technology Support

• Utilize Google Workspace or comparable platforms, including Gmail, Google Drive, Google Sheets, Google Docs, and shared calendars, to organize financial records and support daily operations.
• Develop and maintain spreadsheets for financial tracking, reconciliations, grant reporting, and administrative workflows.
• Maintain organized electronic filing systems and appropriate access controls for confidential financial documents.
• Assist with collecting financial documentation, preparing reports, scheduling administrative deadlines, and coordinating information across departments.
• Support the implementation and improvement of financial procedures, reporting templates, and administrative systems.
• Communicate professionally with vendors, employees, program staff, funders, and organizational leadership.

8. Nonprofit Fundraising and Donor Financial Support

• Assist with reconciling donation and fundraising revenue between donor management platforms, bank deposits, and QuickBooks Online.
• Support the accurate recording and tracking of contributions, sponsorships, event revenue, and other fundraising receipts.
• Help maintain consistent financial information across accounting and donor management systems.
• Coordinate with fundraising staff to resolve discrepancies between donor records and accounting records.
• Maintain appropriate confidentiality and documentation of donor-related financial information.

Experience with Bloomerang, DonorPerfect, or comparable nonprofit fundraising and donor management software is a plus.

Required Qualifications

• Associate degree or equivalent combination of education and relevant professional experience in accounting, bookkeeping, finance, business administration, or a related field.
• Minimum of three to five years of progressively responsible bookkeeping, accounting, payroll, or financial administration experience; nonprofit experience strongly preferred.
• Demonstrated hands-on experience with QuickBooks Online and ADP payroll systems.
• Strong working knowledge of accounts payable, accounts receivable, general ledger maintenance, bank reconciliations, payroll processing, and financial recordkeeping.
• Demonstrated ability to prepare and reconcile monthly and quarterly financial reports, including grant-level financial roll-ups.
• Experience tracking expenses and revenue across multiple grants, programs, departments, or funding sources.
• Proficiency with Google Workspace, particularly Google Sheets and Google Drive, or comparable productivity and document management tools.
• Strong spreadsheet skills, including formulas, data organization, reconciliation, and financial reporting.
• Excellent organizational skills, accuracy, time management, and attention to detail.
• Ability to manage competing priorities, meet recurring deadlines, and work independently.
• Strong written and verbal communication skills.
• Ability to handle confidential financial, payroll, employee, donor, and organizational information with discretion.

Preferred Qualifications

• Previous bookkeeping or accounting experience with a 501(c)(3) nonprofit organization.
• Experience with grant-funded programs, restricted funding, grant budgets, reimbursement requests, and funder financial reporting.
• Familiarity with nonprofit accounting principles, fund accounting concepts, and the distinction between restricted and unrestricted revenue.
• Experience supporting financial audits, grant monitoring, internal controls, and year-end financial close processes.
• Experience with nonprofit fundraising and donor management platforms such as Bloomerang or DonorPerfect.
• Experience reconciling donor management systems with accounting software.
• Familiarity with Excel, advanced Google Sheets functions, and automated financial reporting workflows.

Core Competencies

• Accuracy and accountability: Maintains reliable financial records and verifies information before submission.
• Analytical thinking: Identifies discrepancies, evaluates financial data, and helps resolve accounting issues.
• Confidentiality and integrity: Handles sensitive information ethically and responsibly.
• Organization and time management: Manages recurring deadlines, multiple funding sources, and competing priorities.
• Technology proficiency: Quickly navigates financial software, payroll platforms, spreadsheets, and cloud-based systems.
• Communication and collaboration: Works effectively with leadership, program teams, vendors, and external partners.
• Mission alignment: Understands the importance of accurate financial stewardship in supporting nonprofit programs and community impact.

Work Environment and Physical Requirements

• Primarily office-based with regular remote/hybrid options, depending on employee and organizational needs.
• Frequent use of computers, accounting software, spreadsheets, and electronic document management systems.
• Ability to manage recurring monthly, quarterly, and annual reporting deadlines.
• Occasional additional hours may be necessary during payroll processing, financial close, grant reporting, or audit periods.

Performance Expectations

Success in this role will be evaluated based on:

• Timely and accurate processing of accounts payable, accounts receivable, and payroll.
• Completion of monthly bank and balance sheet reconciliations according to established deadlines.
• Accuracy and timeliness of monthly and quarterly grant financial roll-up reports.
• Proper documentation and allocation of expenses and revenue across grants and programs.
• Maintenance of accurate, organized, and audit-ready financial records.
• Effective use of QuickBooks Online, ADP, and organizational productivity tools.
• Consistent adherence to internal controls, confidentiality requirements, and organizational financial policies.

Equal Employment Opportunity

[Organization Name] is an equal opportunity employer and is committed to fostering a respectful, inclusive, and professional work environment. Employment decisions are made in accordance with applicable federal, state, and local laws.

How to Apply

Interested candidates should submit a résumé and cover letter outlining their relevant bookkeeping, payroll, nonprofit accounting, grant reporting, and financial software experience to [email protected]. Please include a cover letter and resume and specific examples of experience with QuickBooks Online, ADP, and monthly or quarterly grant financial reporting.

Job Type: Full-time

Pay: From $18.50 per hour

Benefits:

• Employee assistance program
• Flexible schedule
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement

Application Question(s):

• How many years of Quickbooks Online experience do you have?
• How many years of payroll experience with ADP do you have?

Education:

• Bachelor's (Required)

Experience:

• Bookkeeping: 3 years (Required)
• Non-profit accounting: 3 years (Required)

Work Location: Hybrid remote in Pensacola, FL 32505