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Presented by The Institute for Labor Studies & Research

 

Position Summary
The Bookkeeper is responsible for the organization's day-to-day financial operations, ensuring accurate accounting records, timely payroll processing, grant and program fiscal management, and compliance with financial reporting requirements. This position works closely with management, program staff, auditors, vendors, and funding agencies to maintain the financial  health and integrity of the organization.

Essential Responsibilities
Accounting & Accounts Payable
● Process accounts payable and weekly vendor payments.
● Record invoices, bills, and expenses in QuickBooks, allocating costs to the appropriate 
grants, programs, or administrative accounts.
● Manage organizational PayPal transactions and staff purchase reimbursements.
● Maintain accurate financial records and follow up on outstanding receipts, invoices, and 
W-9 forms.
● Process bank deposits, record incoming revenue, and monitor outstanding receivables.

Grant & Program Financial Management

● Maintain grant and program budgets within QuickBooks.
● Prepare monthly grant and contract invoices.
● Assist program directors with budgeting, expenditures, and fiscal reporting.
● Prepare financial reports required by funders and grantors.
● Monitor grant spending to ensure compliance with funding requirements.

Banking & Cash Management
● Reconcile all bank accounts monthly.
● Transfer funds between accounts as necessary to support organizational operations.
● Maintain petty cash and process monthly rent deposits.
Payroll & Benefits Administration
● Process biweekly payroll using QuickBooks and timekeeping software.
● Submit payroll tax payments and retirement plan contributions.
● Coordinate new employee payroll and benefits enrollment.
● Prepare quarterly and annual payroll tax filings, including W-2s and 1099 forms.

Financial Reporting & Compliance
● Prepare financial reports for management and the Board of Directors.
● Assist with annual budget monitoring and organizational financial reporting.
● Coordinate the annual financial audit, workers' compensation audit, and retirement plan 
audit.
● Complete fiscal year-end closing activities, reconciliations, and adjusting entries.
● Review insurance policies and financial contracts annually

● Three or more years of bookkeeping or accounting experience, preferably in a nonprofit or grant-funded organization ● Experience processing payroll and preparing payroll tax filings. ● Knowledge of grant accounting and nonprofit financial management preferred

● Strong organizational, analytical, and problem-solving skills. ● Excellent attention to detail and ability to manage multiple priorities while meeting deadlines. ● Ability to maintain confidentiality and communicate effectively with staff, vendors, auditors, and funding partners.