Database & Bookkeeping Coordinator

Reference: JOB1229
Employer: Beaver County Humane Society

REPORTS TO:  Associate Director

The coordinator will keep a complete, accurate, and systematic set of records for all financial transactions carried out by the Society.  This position takes the lead role in managing and maintaining Salsa CRM, performs contract management responsibilities with outside vendors, and works with staff to deliver solutions related to business processes, reporting and data needs. Responsibilities involve recordkeeping, communications, and other duties as assigned.  The incumbent will oversee the acknowledgment and pledge management process while maintaining and enforcing standardization of data entry and record keeping. The coordinator plays an important role in ensuring that donors receive prompt and accurate communications and supports direct mail and digital campaign projects and initiatives. This work is subject to mainly office assignments.


  • Commitment to the mission and work of the Beaver County Humane Society.
  • Excellent communication and problem-solving skills.
  • Willingness to work closely with others as well as independently.
  • Attention to detail with a high degree of accuracy.
  • Ability to compose standard business letters and prepare detailed materials involving numbers.
  • Familiarity with QuickBooks accounting software and Salsa (CRM and Engage) or comparable constituent relationship management database software.
  • Computer literate using Windows software including Word and Excel.
  • Ability to manage multiple priorities and concurrent projects
  • Ability to conduct job responsibilities with minimal supervision and direction
  • Ability to deal with information in a confidential manner.


  • Manage accounts receivable and payable.
  • Prepare payroll bi-monthly.
  • Prepare accounts payable and bi-monthly checks and their distribution.
  • Prepare monthly journal entries and enter into financial software.
  • Ensure timely and accurate payment of all vendor obligations.
  • Confirm and deposit daily receipts.
  • Prepare bank deposits and reconcile account statements and file.
  • Prepare monthly reports.
  • Maintain filing system for financial data and other documentation.
  • Help develop/implement office systems (i.e. record keeping, program forms, protocols and procedures)
  • Maintain and update computerized systems.
  • Master then educate staff/volunteers on new and enhanced software features
  • Perform database audits in order to ensure data integrity
    • Work with staff/volunteers to ensure that data follows established path between all systems
    • Develop, maintain, and monitor organizational data standards
  • Create complex database reports and data mining
    • Support the organization in creating special data mining procedures
    • Provide best practice recommendations for generating reports
  • Project management
    • Function as a project leader, educator, and subject matter expert in relation to database administration
    • Apply project management techniques, ensure that project milestones are being met
  • Provide phone and front desk or special event coverage as needed.
  • All other reasonably related duties as assigned.


  • Ability to lift up to 20 lbs.
  • Ability to hand write legibly and read handwritten notations.
  • Five finger manipulation.
  • Ability to comprehend complex materials.
  • Ability to speak and write English clearly and accurately.
  • Ability to use hands for typing and filing.
  • Ability to type accurately on standard typewriter and computer keyboard.
  • Ability to operate other business machines.


Education:  Bachelor’s degree in Business Administration, Computer Science or related fields, or equivalent experience

Experience:  Minimum of two years of experience in operations, development or user support. Advanced knowledge of PC and database applications. Working knowledge of QuickBooks and/or Salsa (CRM and/or Engage) considered a plus.

Interested candidates should submit:

  1. A cover letter outlining the candidate’s interest in the position and salary requirement.
  2. A typewritten resume.

Letters/resumes will be accepted by fax, e-mail, or United States mail as follows:

  1. Fax:        (724) 709-8357
  2. E-mail: (type “Resume” in the subject line of email)
  3. U.S. mail:

Donna Bucek, Associate Director
Beaver County Humane Society
3394 Brodhead Road
Aliquippa, PA  15001


posted Janaury 23, 2020