Nonprofit Part-time Bookkeeper (contract position)

Job Description


Friends of Deer Hollow Farm (FODHF) is a 501(c)3 nonprofit organization (Tax ID: 77-0373776) established in 1994 with a mission to preserve Deer Hollow Farm, one of California’s last remaining working homestead farms, by raising funds in support of the environmental education programs. The 170-year-old historic farm is located in Rancho San Antonio County Park and Open Space Preserve… in Cupertino, CA and is jointly funded by Midpeninsula Regional Open Space District (MROSD), the City of Mountain View Parks & Recreation Department, who in turn receives funds from Santa Clara County Parks & Recreation, and FODHF.

Deer Hollow Farm educates ~5,000 bay area students with onsite classes and hosts about 400 summer campers each school year. FODHF provides scholarships for ~50% of the students, as well as busing stipends, ensuring equitable access to the impactful programs. Friends also provides 100% of the funding for care and feed for the 80-100 barnyard animals on site and funds various farm enhancement and Eagle Scout volunteer projects. The farm is open to the public free of charge 5½ days a week for a self-guided tour.

The all-volunteer Board of Directors of FODHF is seeking a part-time contract bookkeeper to help with managing the accounting for the nonprofit organization. The position reports to the Treasurer, averages 20 hours per month, and collaborates closely with the finance committee and board committee chairs. This is a unique opportunity to lend your expertise to support impactful environmental education programs, build community and preserve history.


The bookkeeper manages accounting for FODHF as well as a few administrative items, including the following:

● Compile budget data prepared by committee chairs and farm staff to draft summary budget in March and prepare final budget in May for approval. Enter approved budget into QuickBooks Online (QBO) for fiscal year (July 1 to June 30). Prepare monthly financial reports for the board.

● Manage monthly accounting and financial close, including gathering documentation and data entry for all donations and revenues in QBO by class with appropriate detail, invoice grants under service agreements, prepare accounts payable and document in QBO, manage payments to the City of Mountain View ensuring correct departments receive funds, reconcile bank and investment statements, send IRS donor tax receipts from QBO, manage reimbursement reports, etc.

● Solicit information from schools/teachers to ensure appropriate scholarship reimbursement and respond to teacher financial questions/inquiries in a timely fashion.

● Request and receive a detail of costs for any FODHF farm enhancement projects for the quarter. Reconcile actual costs to original approved; determine if within guidelines or if additional approval needed; adjust next quarter’s advance to true-up.

● File online annual sales tax and prepare documents to assist in filing nonprofit Federal and State tax forms.

● Prepare documents for the Finance Committee annual audit review, provide financial information for grant submissions and cross check donor lists for Donor Wall and Recognition. Provide additional reports as requested by the Board.

● Attend the Farm fundraising events to assist with admission and/or merchandise sales, and manage receivables. Complete entries and financial wrap up within a week of completion.

● Work with insurance agent as needed to renew insurance policies.

● Maintain the Active/Inactive donor records in QBO (used for mailing), maintain MailChimp account for marketing.

● Attend finance committee meetings, other meetings as needed, monitor and respond to the [email protected] email, serve as admin for Googledrive, and other duties as assigned.


The ideal candidate will have the following experience and qualifications:

● Basic financial accounting knowledge and basic understanding of and experience with non-profit reporting requirements.

● Experience with Quickbooks Online, GoogleDrive, MailChimp and Excel. Familiarity with Paypal, Zettle and Benevity a plus.

● Exceptional attention to detail in data entry and documentation, highly organized, commitment to follow processes, ability to complete work independently under documented procedure and prioritize time to meet deadlines.

● Excellent written and verbal communication skills and desire to engage with people from diverse backgrounds. Exceptional integrity, trustworthiness, and ethics.

● Ability to collaborate and comprehend grant structures and payment schedules to ensure monthly receipts and invoices are processed and recorded correctly and on time.

Education/Experience Level:

A two-year or four-year degree, nonprofit accounting or finance and/or equivalent work experience is highly desired.


This is a contract position, average 20 up to 30 hours per month, with an hourly rate of $40-50 depending on experience.


Bookkeeping work will be done remotely, but visits to Deer Hollow Farm, the PO Box in Mountain View and the Bank will be required once a month.

How to Apply:

Send a cover letter expressing your interest and qualifications along with your resume to [email protected] attention Executive Committee. Thank you for your interestShow full descriptionCollapse