Bethlehem Farm Is Hiring a Part-Time Office Manager
Apply: eric@bethlehemfarm.net or 304-445-7143.
Bethlehem Farm, a Catholic community in Appalachia, is seeking a detail-oriented and mission-driven Office Manager to support our bookkeeping, database management, and administrative operations.
This is a part-time, remote position (12–20 hours per week), with occasional required travel to Bethlehem Farm’s site in West Virginia — approximately 4 days per year (negotiable) — for in-person meetings, training, and coordination with staff.
About Bethlehem Farm
Bethlehem Farm is a Catholic community in Appalachia that transforms lives through service with the local community — primarily low-income home repair — and teaching sustainable practices. We invite volunteers to join us in living the Gospel cornerstones of service, prayer, simplicity, and community.
About the Role
Reporting to the Executive Director, the Office Manager is responsible for bookkeeping, database management, correspondence, and administrative support, working in coordination with the Farm’s accountant. Key responsibilities include:
- Maintaining accurate financial records, including donations, grants, and program income
- Reconciling bank and financial accounts monthly
- Processing payroll and preparing annual tax documents (W-2s, 1099s)
- Paying bills and processing reimbursements
- Maintaining the donor and participant relations database
- Preparing donor acknowledgments and client statements
- Supporting the Development Director with grant research, writing, and reporting as time allows
Compensation
$18–25 per hour, based on experience and efficiency. 12–20 hours per week.
Qualifications
- At least one year of experience in bookkeeping and office management
- Working knowledge of generally accepted accounting principles
- Strong written and oral communication skills
Position Description
Bethlehem Farm is a Catholic community in Appalachia that transforms lives through service with the local community and teaching sustainable practices. We invite volunteers to join us in living the Gospel cornerstones of service, prayer, simplicity, and community.
Definition
Under the supervision of the Executive Director (or designee), the Office Manager is responsible for bookkeeping, database management, correspondence, and administrative support, in coordination with the Farm’s accountant. The Office Manager assumes other roles and responsibilities as assigned.
Duties and Responsibilities
General
- Maintains professional boundaries and works well with others
- Participates in professional development training to support the role
- Works flexibly and patiently across a variety of situations
- Follows all policies and procedures outlined in the Office Manager Handbook
- Manages office systems in alignment with Bethlehem Farm’s Mission Statement and Inclusion Statement
Financial Tasks
- Maintains accurate, up-to-date financial records by entering transactions into accounting and donor management systems with appropriate supporting documentation (e.g., donations, grants, storehouse income, program income, event and auction transactions, and in-kind gifts)
- Processes incoming payments across all platforms and payment methods
- Monitors the Farm’s receipts email account
- Reconciles all bank and financial accounts on a monthly (or as-scheduled) basis
- Processes payroll, including employee onboarding and retirement plan contributions
- Prepares and distributes annual tax documents (e.g., W-2s, 1099s) and oversees related filing
- Pays bills and processes reimbursements through appropriate payment systems
- Assists with the preparation of bank deposits
- Reviews the annual financial review/audit and helps implement recommendations
Office Files and Correspondence
- Prepares and sends quarterly client statements
- Maintains the participant and donor relations database
- Prepares and sends timely acknowledgment of gifts, including thank-you notes for monetary and in-kind donations
- Maintains the filing system for agency records
- Monitors the main Farm email account and directs correspondence as needed
Additional Support
When Office Manager duties allow, supports other efforts that advance the mission of the Farm, such as:
- Grants Team — Works with the Development Director to research, write, submit, and report on grants
Qualifications
- At least one year of experience in bookkeeping and office management
- Working knowledge of generally accepted accounting principles
- Strong written and oral communication skills
- Ability to work collaboratively with staff, donors, board members, and other stakeholders
- Proficiency with word processing, spreadsheet, database, and accounting software
- Proficiency with QuickBooks Online and NeonCRM, or the ability to learn them quickly
- An understanding of, and openness to, the Bethlehem Farm mission
- Willingness to commit to a minimum of one year
Commitment and Compensation
- 12-20 hours per week at $18-$25 per hour, based on experience
- Quarterly on-site visits required for training and team-building purposes, travel expenses reimbursed
- Flexible hours, as long as tasks are completed in a timely manner
- Some seasons, such as year-end, will require more hours per week and some seasons less
- Necessary equipment will be provided or reimbursed
- Training & development funds available on an as-needed basis
- Eligible for retirement matching benefit after 2 years of service
- Option to apply to work as a Caretaker and live in the Bethlehem Farm intentional community.