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Part-Time Bookkeeper and Office Manager

Waltham Partnership for Youth 
Bookkeeper and Office Manager

Waltham Partnership for Youth is seeking a part-time Office Manager to provide vital support to our small but growing organization!  

Who We Are
Waltham Partnership for Youth
Founded in 1988 at the initiative of the City of Waltham and incorporated independently as a 501(c)(3) in 1997, Waltham Partnership for Youth (WPY) has been an integral part of the city’s youth development landscape for more than 30 years. Our mission is to leverage and coordinate the assets of our vibrant community in order to provide Waltham youth with opportunities to discover their own personal pathways to success. We facilitate multi-agency, multi-sector initiatives to ensure that the wealth of resources in and around Waltham are available to the youth and families who need them most. Our vision of the future is that the multicultural, multilingual youth of today will be serving in leadership roles in all sectors of our community.

Current Programs and Initiatives

  • Career Exploration & Training: By cultivating meaningful partnerships with professionals across a wide range of industries, and working directly with young people to understand their skills and interests, we strive to expand the economic and career opportunities available to Waltham youth while keeping in mind the historical and current inequities we face. 

  • Wraparound Waltham: This multi-agency collaborative of educators and service providers, led by WPY, works to promote higher levels of high school success among recently arrived immigrant students. The program takes a wraparound approach to supporting students by leveraging school and community resources that address needs such as food, housing, and transportation; employment; linguistic and social inclusion; school belonging and engagement; ability to adapt to new environments; and access to mental health care.

  • WPY Coalition: Comprised of students, teachers, school administrators, social service providers, and community members, the Coalition is dedicated to fostering mental health and reducing teen substance use. 

What You’ll Do
The Bookkeeper and Office Manager will take the lead in maintaining accurate and up-to-date financial records in Quickbooks and provide a variety of administrative support to keep our office running efficiently. The Bookkeeper and Office Manager, who is based out of our office at Waltham High School and reports to the Executive Director, is responsible for the following: 


  • Remain up to date with the general ledger including deposits, payroll and benefits, payables, receivables, grant allocations, invoices and accruals.
  • Prepare monthly financial reports for Board meetings.
  • Coordinate with outside accountant to conduct monthly and year-end bank reconciliations.
  • Communicate with vendors and other parties regarding payables and receivables.
  • Prepare materials for annual audit and communicate with auditor as needed
  • Process checks, online payments, PayPal donations and make bank deposits
Administrative Support: 
  • Support board committee meetings as requested, including scheduling, note taking, and record keeping.
  • Manage online payroll system.
  • Maintain organized and efficient filing systems - including hard copy files and  digital files in Google Suite. 
  • Monitor mail and phones. 
  • Purchase and maintain office printing, equipment, and supplies. Manage vendor relationships. 
  • Support events, direct mail campaigns, grants, and  communications as requested

  • Perform similar or related work as required, directed, or as situation dictates. The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical extension of the position.

Who You Are & Keys to Success (the must-haves)
To be successful in this job, you will excel in the following areas:

Highly Organized, Motivated, and Detail-Oriented
  • You manage a high volume of work with efficiency. You have, or can create, a system for keeping tasks from slipping through the cracks. You are able to juggle competing demands and prioritize without sacrificing quality. 

  • You are detail-oriented. You notice and fix errors that others might overlook. You have a track record of leaving things better than you found them.

  • You have a strong sense of ownership and resilience. You plan ahead and find alternative paths, when needed, to get to the finish line. You propose solutions to issues without much guidance (but you aren’t afraid to ask questions!). You bounce back from setbacks. You seek and engage well with feedback. You ask for help when needed. 

  • You proactively learn new tools: You are a self-directed fast learner in an ever-changing technology environment.

Excellent Communication Skills
  • You use clear, precise, compassionate communication: You speak clearly on behalf of the organization and advocate for/with community members. You communicate well with others, including sharing context and asking questions to understand others’ perspectives

  • You are keenly aware of the power of language and representation: You use references and examples that speak to the experiences of a diverse audience, particularly the communities we aim to reach.
Positive Youth Development
  • You believe in the power and potential of all young people and support an asset-based approach to youth programming. You honor the value and dignity of all who we aim to serve.

Racial Equity and Inclusion
  • You recognize ways that race and other identities intersect in the work, especially with communities we serve. You are comfortable talking about identities such as race, ethnicity, sexual orientation, class, ability, or gender in plain, specific terms. You understand the historical context for racial inequity and its present-day implications. You practice cultural humility by bringing an awareness of your own identities and a lifelong commitment to self-reflection and learning about the varying and intersection identities of the people that we serve.

The following skills and experiences are also strongly preferred:
  • Bookkeeping experience, preferably in community-based, nonprofit organizations.
  • Experience with Quickbooks or other bookkeeping software.
  • Experience with Salesforce or other CRM (customer relationship management) software, particularly the Nonprofit Success Pack and Program Management Module.
  • Spanish language proficiency is a plus.
  • There are no specific educational requirements for this position.

What Else You Should Know
Waltham Partnership for Youth is an equal opportunity employer and we value having staff who come from communities that are most impacted by our work. We especially encourage people of color, LGBQ people, transgender and gender non-conforming people, and people with disabilities to apply.

The position is part-time, with an expectation of 15-20 hours/week and is primarily based at the WPY office at Waltham High School, with some flexibility for remote work. In order to perform the essential functions of the job, the employee must be able to walk, bend, occasionally lift or move up to 25 pounds, operate a computer and other office equipment. The noise level in the work environment is moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The compensation for this position ranges from $20-25/hour with exact rate depending on experience. 

This position offers flexible scheduling and the possibility for some remote work.

To Apply
Email resume and cover letter to Kaytie Dowcett, Executive Director: 

Applications will be reviewed on a rolling basis until the position is filled. 

Anticipated Start Date: January 24th, 2022