Job Summary
This role supports the Finance & Administration Manager and the entire leadership team,
focusing on the daily execution of accounting activities and general office management. The
position offers growth potential and wage increase following an initial training probationary
period and performance review.
About Our Organization
Soil Born Farms is an organization that attracts diverse individuals who are committed to
self-awareness and personal growth and are willing to participate in creating an organizational
culture of openness, awareness and respect. We are united around a common vision for the
greater good.
Key Responsibilities Detail
Financial Support
These tasks represent the fundamental duties of the role, requiring strong attention to detail and
process adherence.
- Daily Accounting Activities: Support the Finance team with routine, daily accounting
tasks.
- Update & send credit card balance email to team
- Reconciliation of bank and credit card transactions and fees into Xero
- Follow up with staff on missing credit card receipts
- Accounts Receiveable: Create and distribute invoices (ie: field trips) and execute
follow-up on unpaid balances.
- Accounts Payable: Pay bills in Bill.com
- Cash Management: Prepare weekly cash deposits and take them to the bank. Set up
cash bags for Saturdays at the Farm and reset them at the end of the day.
- Data Integrity: Perform double-checking of Square inventory and unit cost (cost of
goods) updates against corresponding invoices and shipping receipts to ensure sales
accuracy. Reconcile donations entered in Salesforce and Xero.
- Sales Tracking & Reporting: Assist in updating and maintaining various financial and
sales reports including (but not limited to):
- Weekly sales
- Updating Marketplace Sales by Week and Marketplace/Farmstand Goals &
Actual Sales tracking
- Refunds: Process refunds in Square and Acuity
- Gift Cards: Issues and track organizational gift cards (intern, customer refunds/comps,
musicians)
Administrative, HR & Development Support
- Board Support: Provide logistical support to the Board of Directors, including: possible
note-taking at meetings, sending meeting reminders, filling board notes, sending them to
the BOD, and managing board binders and communications.
- Office Operations: Maintain inventory for office and cleaning supplies, suggesting
orders to the operations/office manager for approval, and keeping the office space
organized.
- HR Documentation: Copy and file staff timesheets, Maintain and update the PTO
request log and wall calendar, including adding approved requests to the Weekly
Schedule. Send timesheet reminder emails.
- Donation Management: Manage the full donation entry process, including entering
donations into Salesforce and Xero and creating timely donor thank-you letters/emails.
- Communications: Update the office Communications Hub and ensure legal postings
are current.
- General Support: Perform occasional errands as needed.
- Development Support: Assist with specific tasks for fundraising drives
Required Experience
- Education: Degree in accounting, business administration, or related field preferred.
- Experience: Minimum of 2 years of experience in administrative, bookkeeping, and
general office support.
- Systems Proficiency: Demonstrated working knowledge of both Microsoft Office and
Google Workspace.
- Financial Knowledge: Basic understanding of bookkeeping principles and cash
handling procedures.
Beneficial Experience
- Software Proficiency: Direct, hands-on experience with key systems, including
Salesforce (or similar CRM) and Xero (or similar accounting software).
- Reconciliation: Proven experience performing independent financial reconciliations
(e.g., bank accounts, donations, or POS data).
Skills and Proficiencies
- Attention to Detail: Exceptional precision and organizational skills for data entry, filing,
and reconciliation.
- Communication: Excellent written and verbal communication skills, with the ability to
handle sensitive information (personnel/donor data) discreetly.
- Multi-Tasking: Proven ability to manage multiple priorities and deadlines in a fast-paced
environment.
- Proactive Attitude: Ability to work independently and take initiative to maintain efficient
office operations.
- Collaboration: Ability to effectively work in a team environment.
To Apply: Interested applicants should send their resume and cover letter to Vanessa Forwood,
Community Relations & Development Manager vforwood@soilborn.org