Position Summary 

Mount Carmel Guild is seeking a detail-oriented, mission-driven Nonprofit Finance & Operations Coordinator to support day-to-day bookkeeping, grant and donor tracking, payroll coordination, and administrative operations. 

This is a hands-on, part-time role reporting directly to the Executive Director and working closely with finance, fundraising, nursing, and program teams. The ideal candidate understands the unique financial and compliance requirements of nonprofit organizations, particularly those funded through grants and restricted revenue. 

Key Responsibilities - Bookkeeping & Nonprofit Fiscal Operations 

• Maintain and reconcile financial records in QuickBooks Online 

• Process bi-weekly payroll through Paylocity and coordinate with payroll vendor on deductions, benefits, and reporting 

• Monitor accounts payable and receivable; ensure bills and reimbursements are processed accurately and on time 

• Assist with fund-based accounting, including tracking restricted vs. unrestricted revenue 

• Support preparation for annual audits, internal reviews, and special financial reporting 

• Assist with fiscal year budget development and ongoing budget-to-actual tracking 

• Maintain documentation required for nonprofit financial compliance and funder review 

Grant & Donor Financial Administration 

• Record donations, pledges, and allocations in Neon One (or similar CRM) 

• Support donor acknowledgment letters, reports, and mailing lists 

• Track grant revenue, expenditures, and supporting documentation 

• Assist with grant compliance, reporting schedules, and financial data requests 

• Maintain clear, auditable records linking revenue to programs and funding sources 

Administrative & Office Operations 

• Serve as front-office liaison: answering phones, greeting visitors, and managing mail 

• Maintain office supply inventory and coordinate equipment or service needs 

• Assist with onboarding documentation and HR administrative files for new staff 

• Coordinate vendor scheduling, facility repairs, and service calls 

• Provide direct administrative support to the Executive Director as needed 

Compliance, Records & Internal Controls 

• Maintain organized digital and physical personnel, payroll, and financial records 

• Prepare materials for financial, HR, and compliance audits 

• Ensure documentation meets internal policy, funder, and regulatory standards 

• Support continuous improvement of internal systems and workflows 

Collaboration & Professional Growth 

• Work cross-functionally with program, nursing, and development teams 

• Recommend system or process improvements to improve efficiency and accuracy 

• Participate in periodic training related to QuickBooks, NeonOne, Excel, or nonprofit compliance 

Qualifications Required 

• Associate’s degree or higher in Accounting, Finance, Business Administration, or a related field 

• Minimum 2 years of bookkeeping or accounting experience, preferably in a nonprofit or grant-funded environment 

• Demonstrated experience with QuickBooks Online 

• Strong working knowledge of accounts payable, receivable, payroll, and reconciliations 

• Proficiency in Microsoft Office, particularly Excel 

• Excellent attention to detail and strong organizational skills 

• Ability to manage confidential information with professionalism and discretion 

• Strong written and verbal communication skills 

• Ability to prioritize tasks, meet deadlines, and work independently 

Strongly Preferred / A Plus 

• Experience working in a nonprofit organization with grants or restricted funds 

• Familiarity with Neon One or similar nonprofit CRM systems 

• Experience supporting audits, grant reporting, or funder compliance 

• Bachelor’s degree in Accounting, Finance, or Business 

• Certification such as: 

• Certified Accounts Payable Associate (CAPA) 

• Certified Bookkeeper (CB) 

• Nonprofit Accounting Certificate 

Position Details 

• Status: Part-Time (35 hours per week) 

• Schedule: Monday–Friday, with flexibility between 8:00 a.m. and 4:30 p.m. 

• Compensation: $24–$25 per hour, commensurate with experience 

• Work Location: In-person 

Benefits 

• Paid sick time 

• Paid vacation time 

• Generous paid holidays 

• Health insurance 

• Life insurance 

Why Join Mount Carmel Guild? 

At Mount Carmel Guild, financial accuracy is more than compliance - it’s how we honor our donors, funders, and the neighbors we serve. In this role, your skills directly support families in crisis, seniors aging with dignity, and a mission that has endured for over 100 years. 

If you’re someone who values precision, purpose, and people, we’d love to hear from you. 

Job Type: Part-time 

Pay: $24.00 - $25.00 per hour 

Expected hours: 35 per week 

Benefits: 

• Employee assistance program 

• Health insurance 

• Life insurance 

• Paid time off 

• Retirement plan