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Opportunity Details
Volunteer Administrative and Bookkeeping Support Assistant
Organization: Virginia Housing and Community Development Corporation
Location: In-person
Service Area: Virginia
Time Commitment: 4–8 hours per week preferred
Length of Commitment: 12 months preferred
Reports To: President or Vice President
Position Type: Volunteer
Program Area: Administration, Bookkeeping Support, Financial Documentation, Grant Documentation, Housing Counseling Program Support
Role Summary
Virginia Housing and Community Development Corporation is seeking a reliable, detail-oriented volunteer to assist with administrative, bookkeeping, and financial documentation tasks that support VHCDC’s housing counseling, homebuyer education, down-payment assistance, closing-cost assistance, grant, and nonprofit operations.
The volunteer will help organize financial records, track invoices, prepare documentation packets, maintain grant backup files, assist with client document checklists, and support monthly document collection for the bookkeeper, CPA, and VHCDC staff.
This role is ideal for someone with strong organizational skills and an interest in bookkeeping, accounting, nonprofit administration, housing programs, grant documentation, or financial operations.
The volunteer will support bookkeeping and financial recordkeeping functions but will not independently approve expenses, authorize payments, make accounting judgments, determine client eligibility, or finalize financial reports.
Key Responsibilities
Bookkeeping and Financial Documentation Support
The volunteer will assist VHCDC with bookkeeping-related responsibilities, including:
- Organizing receipts, invoices, deposit records, and supporting financial documents.
- Preparing expense documentation packets for staff, bookkeeper, or CPA review.
- Tracking invoices received, pending, reviewed, approved, and paid.
- Maintaining organized electronic and/or paper financial files.
- Supporting monthly document collection for the bookkeeper.
- Matching receipts and invoices to expense categories or grant documentation checklists, subject to staff or bookkeeper review.
- Helping prepare financial backup documentation for grant reimbursement requests.
- Organizing deposit records related to class registrations, enrollment fees, program income, real estate fees, home sales, donations, and other revenue sources.
- Assisting with monthly reconciliation support by gathering bank statements, receipts, invoices, deposit records, and supporting documents.
- Maintaining electronic file folders for vendor invoices, contractor payments, professional service invoices, insurance, rent, accounting, legal, and administrative expenses.
- Helping ensure financial records are complete, organized, and ready for review by VHCDC staff, the bookkeeper, CPA, auditor, or grantor.
Grant and Program Documentation Support
The volunteer will assist with financial and program backup documentation for VHCDC’s grants and assistance programs, including:
- Maintaining grant backup documentation folders.
- Organizing grant-related invoices, receipts, contracts, approvals, payment records, and supporting documents.
- Matching client down-payment assistance and closing-cost assistance documents to approved checklists.
- Tracking whether required DPA/CCA documents have been received, are missing, or need follow-up.
- Helping maintain documentation files for housing counseling, homebuyer education, down-payment assistance, closing-cost assistance, and related program activities.
- Preparing document packets for staff review before submission, reimbursement, reporting, or audit.
- Assisting with file organization for grant compliance, board reporting, CPA review, and audit readiness.
- Supporting document collection for construction-related expenses, first-time homebuyer assistance grants, administrative expenses, and program operating expenses.
Invoice and Expense Tracking
The volunteer may help VHCDC:
- Maintain an invoice tracking spreadsheet.
- Record vendor name, invoice date, amount, due date, purpose, program or grant association, review status, and payment status.
- Flag missing supporting documents.
- Prepare invoices and supporting documentation for staff approval.
- Track recurring expenses such as rent, insurance, accounting, legal, software, utilities, and other administrative costs.
- Track program-related expenses such as homebuyer education costs, outreach expenses, client assistance payments, and construction or development-related costs.
- Organize expense packets by month, vendor, grant, project, or program.
Administrative and Program Support
The volunteer may also assist with general administrative and program support, including:
- Maintaining class registration lists.
- Confirming attendance for First-Time Home Buyers College and other workshops.
- Sending reminder emails, texts, or calls to registered participants.
- Preparing sign-in sheets, certificates, surveys, and participant packets.
- Updating outreach and partner contact spreadsheets.
- Tracking inquiries, referrals, class registrations, and follow-up needs.
- Helping maintain a calendar of classes, workshops, outreach events, reporting deadlines, and financial document deadlines.
- Supporting mailings, email announcements, and flyer distribution.
- Organizing electronic and paper files.
- Preparing simple spreadsheet summaries for staff review.
- Supporting board packet preparation under staff direction.
- Assisting with volunteer coordination and meeting scheduling.
What This Volunteer Will Not Do
To protect VHCDC, its clients, and the volunteer, this role will have clear internal-control boundaries.
The volunteer will not:
- Sign checks.
- Approve invoices for payment.
- Authorize bank transactions.
- Move money between accounts.
- Make final accounting entries without review.
- Finalize QuickBooks, Aplos, or other accounting software reports.
- Determine whether an expense is allowable under a grant.
- Determine client eligibility for down-payment assistance or closing-cost assistance.
- Approve client assistance payments.
- Provide financial, legal, tax, mortgage, or housing counseling advice.
- Access online banking unless specifically authorized under VHCDC policy.
- Handle sensitive client financial information unless trained and authorized.
- Submit official grant reports, tax filings, or CPA/audit materials without staff approval.
All bookkeeping work performed by the volunteer will be subject to review by VHCDC staff, the bookkeeper, CPA, or other authorized finance professional.
Ideal Qualifications
The ideal volunteer is someone who is:
- Reliable and detail-oriented.
- Comfortable working with receipts, invoices, spreadsheets, and document checklists.
- Organized and able to maintain clear filing systems.
- Comfortable using email, shared folders, Microsoft Excel, Google Sheets, or similar tools.
- Able to follow procedures and ask questions when information is unclear.
- Respectful of confidentiality and client privacy.
- Able to meet deadlines and maintain accurate records.
- Interested in nonprofit bookkeeping, accounting, finance, housing, grant management, or community development.
- Comfortable working independently after receiving instructions.
- Willing to have work reviewed by staff, the bookkeeper, or CPA.
Helpful but Not Required
Experience in any of the following areas is helpful but not required:
- Bookkeeping
- Accounting
- Nonprofit finance
- Grant documentation
- Accounts payable
- Invoice tracking
- QuickBooks, Aplos, Excel, or Google Sheets
- Administrative support
- File management
- Housing counseling program support
- Real estate or construction documentation
- Banking, finance, or business administration
- Volunteer or nonprofit service
This opportunity may be especially appropriate for a retired bookkeeper, accounting student, finance professional, administrative professional, CPA candidate, nonprofit volunteer, or someone seeking practical experience in nonprofit financial operations.
Training and Support Provided
VHCDC will provide:
- Orientation to VHCDC’s mission, programs, and services.
- Instructions on bookkeeping support tasks.
- Approved financial documentation checklists.
- Invoice tracking templates.
- Grant documentation folder structure.
- DPA/CCA document checklist procedures.
- Confidentiality and privacy expectations.
- File naming and document storage procedures.
- Class registration and attendance procedures.
- Guidance on when to refer questions to staff, the bookkeeper, or CPA.
- Regular supervision and review of work performed.
Time Commitment
Preferred commitment is 4–8 hours per week for at least 12 months.
A 12-month commitment is ideal because bookkeeping support, grant documentation, and monthly financial document collection require consistency and follow-through.
This role must be performed in person depending on the volunteer’s availability and VHCDC’s document-management procedures. In-person is essential for organizing paper files, scanning documents, preparing financial packets, and coordinating with staff on client applications and processing.
Desired Outcomes
This volunteer role will help VHCDC:
- Improve financial-document organization.
- Support timely monthly bookkeeping.
- Maintain cleaner grant backup documentation.
- Track invoices more consistently.
- Improve DPA/CCA client file completeness.
- Reduce administrative burden on staff.
- Prepare better documentation for CPA, audit, board, and grantor review.
- Strengthen internal financial systems and nonprofit accountability.
Civic & Community
Age Minimum (with Adult): 18+, Minimum Age:18+, Skills: Accounting, Office Administration, Office Support
Express Interest
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