Seeking Business Administrator

[Diane O’Toole]

The Boston Pregnancy Center is seeking a woman’s counselor. If you are interested, please send your resume to Diane O’Toole, Executive Director at dotoole@bostonpregnancychoices.org Questions? Please contact Diane at: 781-929-6182.

Position Description is below:

Business Administrator Job Description
Status: Part-time, 20-25 hours per week Reports to: Executive Director

General Description: The Business Administrator is responsible for the implementation and maintenance of systems that make possible the tracking of donor information and financial records. This individual is also responsible to maintain vendor relationships and to assist with all fundraising campaigns, as well as various human resource and administrative duties in the office, including but not limited to employee payroll, keeping track of vacation time, printing letters and labels for mailings.

Qualifications:

1. Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord
2. Exhibit strong dedication and commitment to the sanctity of all human life
3. Demonstrates ability/ have experience in general accounting procedures and computer operations
4. Demonstrates ability/ have experience in office operations
5. Exhibits excellent organizational skills
6. Be a self-starter, able to carry out responsibilities with little or no supervision
7. Demonstrates ability to pay great attention to detail
8. Be deadline compliant, willing to assist executive staff in meeting time sensitive goals
9. Demonstrates personal integrity and professionalism
10. Exhibits good written and oral communication skills

Major Responsibilities:

1. Maintain QuickBooks accounts.
• Prepares monthly financial reports for the ED and Board in a timely manner.
• Assists the ED in preparing and editing the budget for each year.
• Reconciles donations electronically or manually for all donor and vendor activity.
• Provides necessary data, reports, and documentation for outside tax accountant to prepare our taxes to be reported on an annual basis.
• Processes check payments to vendors, employee reimbursements.
• Posts payroll journal entries with account allocations as directed by the ED.

2. Separate various functions of bank accounts.
• Scan deposits electronically.
• Manual deposits into the bank for all cash donations.
• Be responsible to make all purchases, including but not limited to credit card purchases, electronic transfer invoice payments and all other purchases as needed by the staff/volunteers.

3. Maintain and update donor database.
• Process all donations given via credit card, check, or cash.
• Answer incoming questions from donors, as applicable.
• Maintain accurate records of donors and their gifts.
• Prepare the annual tax statements.
• Prepare periodic fundraiser mailings via donor database and/or mail merge. Assist in preparation for all fundraising campaigns, such as Baby Bottle, Annual Fundraising Banquet., etc.
• Stays informed of Bloomerang updates.

4. Maintain vendor contracts.
• Be aware of contracts and ensure their timely and accurate delivery of services.
• Troubleshoot all issues related to vendor services and the availability of supplies, vendor software, telecom, memberships, office equipment, etc.

5. Responsible for all aspects of HR oversight.
• Donor/client database user account,
• Tax forms
• CORI checks.
• Process timesheets for payroll and coordinate with the payroll provider on a bi-weekly basis.
• Maintain attendance, and health insurance reimbursements.
• Be informed of vendor training and payroll/tax updates
• Record and track sick time, vacation hours, and personal time used.

6. Various Administrative functions
• Copying and collating,
• Data entry, as needed.
• Preparation of mass mailings.
• Maintain general procedure documentation.

Amended and agreed upon, February 2026

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