Job Description

*The Bookkeeper Assistant is responsible for recording and maintaining financial records and general office administrative duties. Primary responsibilities include accounts payable and receivable, payroll, bank deposits, reconciliations, preparing quarterly tax filings and other required reporting, and performing a variety of clerical duties. The ideal candidate is detail-oriented, functions well in a fast-paced environment, and is a team player.**Reports to: Accounting Department**Responsibilities:**Bookkeeping:**

• Maintaining records according to generally accepted accounting principles including the recordation of journal entries, accounts payable, accounts receivable, cash management, and reconciliation of bank statements.

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• Applying strong accounting skills, including accounts payable and receivable, purchasing backup, journal entries, and all bookkeeping through financial statements.

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• Accounts Payable:

• Monitoring purchase orders and invoices

• Coding invoices with the proper general ledger information and obtaining approval for payment

• Checking invoices and ensuring bills are paid in a timely manner

• Checking credit card statements

• Maintaining a petty cash account.

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• Accounts Receivable:

• Billing for goods or services.

• Preparing grant reimbursement requests

• Preparing and sending invoices to funders and ensuring they are entered into the proper accounts in the accounting system

• Contact funders to make payment arrangements.

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• Payroll, Timesheets, and Employee Reimbursements:

• Collecting employee timesheets and entering them into the payroll accounting - Quickbooks system

• Monitoring payments to salaried and hourly employees including reconciliations

• Collecting, monitoring, and reconciling paid time-off

• Processing employee expense reports.

**Banking:

• Preparing bank deposits of payments received from funders and other sources

• Entering payments into the accounts receivable system

• Reconciling monthly bank statements, researching and correcting any discrepancies

• Preparing ACH or wire transfers.

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• General Ledger:

• Entering information into and reconciling basic general ledger accounts

• Preparing detailed journal entries and month-end reconciliation

• Maintaining inventory and overhead accounts

• Preparing depreciation calculations.

• Running general ledger trial balance at the end of the month prior to closing the books to ensure accounts are balanced.

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• Taxes:

• Preparing and submitting payroll quarterly tax filings

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• Reporting:

• Preparing and filing federal and state forms and reports for workers' compensation, pension, or retirement accounts

• Running regular reports for the Administrative Team to keep them apprised of cash flow, budgeting, and other vital financial matters

• Providing requested documentation for auditors and actuaries.

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• Clerical:

• Performs own clerical duties, such as maintaining paper and electronic files, and opening and sorting mail pertaining to the Administration

• Filing and archiving records

• Composing and preparing correspondence that is sometimes confidential

• Contacting and maintaining relationships with funders and vendors through phone, fax, email, and letters

• Ability to back up the Executive Secretary as required

• Monitor office supply levels and reorder as necessary

• Assist with answering incoming administration and development calls

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• Other duties as assigned

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*Knowledge, Skills, and Abilities Required:

• High school diploma or equivalent required; Bachelor's degree in Accounting preferred.

• Strong work tenure: two or more years of office bookkeeping experience.

• Experience and interest in internal and external communications, and relationship development.

• Knowledge in Quickbooks, Microsoft Office (Word, Excel, and PowerPoint), and office machines such as fax, copy machine, shredder.

• Payroll skills and use Quickbooks software; previous experience in accounting and Quickbooks or related programs.

• A basic understanding of non-profit business operations.

• Perform job responsibilities in an efficient and timely fashion.

• Must be able to work effectively and independently in a very fast-paced, team-oriented environment.

• Attention to detail with an exceptional level of accuracy.

• Bilingual English/Spanish with excellent communication skills, both oral and written.

• A valid driver's license with a good driving record.

**Job Hours:**

• Full Time (40 hours), hourly, non-exempt position.

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Job Type: Full-time

Pay: $25.00 per hour

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Health insurance
• Paid time off

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Bookkeeping: 2 years (Preferred)

Work Location: In person

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