Job Description

Full Time

Summary/Objective 

The Administrative Bookkeeper is the finance staff member for a non-profit organization in Southern Arizona and will work in close collaboration with the Chief Executive Officer (CEO) and program staff.

Essential Bookkeeper Functions

• Process accounts receivable, accounts payable, Food Stamp, and credit card charges.
• Prepare bank deposits.
• Enter financial transactions and donations in QuickBooks and Bloomerang and track restricted funds (including grant monies).
• Handle RTA volunteer mileage reimbursements and staff expense reimbursements.
• Handle phone calls related to billing, payments, and invoicing.
• Reconcile client payments and contract billing monthly.
• Reconcile financial accounts monthly.
• Prepare financial billing and reporting for government contracts.
• Oversees payroll with designated vendor.
• Ensure internal controls integrity and financial risk management, maintain records, comply with Generally Accepted Accounting Principles, and manage contract compliance.
• Maintain current vendor relationships and contracts.
• Adherence to all organization policies and procedures.
• Working in partnership with development and/or executive staff, prepare budgets for grant submittals, as needed.
• Other duties as deemed appropriate by CEO.

In addition, the Bookkeeper works with the CEO and Treasurer to:

• Prepare month-end and year-end reports for the Board of Directors.
• Prepare the fiscal year budget for Board approval.
• Support the annual audit preparation and 990 filing in partnership with the Board Finance Committee and outside auditors/CPAs.

Essential Administrative Functions

• Serve as backup to front desk duties: answering phone calls, greeting guests, etc.
• Assist with client registration and ordering.
• Assist and support volunteers in their roles as drivers, office assistants, and other areas.

Key Competencies 

1. Knowledge of and adherence to Accounting Industry Best Practices and Ethical Guidelines.
2. Must be proficient in QuickBooksOnline
3. Personal, Professional, and Behavioral Integrity.
4. Fast and accurate data entry skills.
5. Results-oriented, Goal-oriented, and deadline-driven.
6. Customer Service.
7. Project & Time Management.

Work Environment 

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and copy/scan machines.

Other Duties 

This description describes the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job or otherwise assigned by the CEO. Duties, responsibilities, and activities may change at any time, with or without notice.

Position Type/Expected Hours of Work 

This is a full-time position. Weekend or evening hours may be required.

Travel 

Local travel, with the exception of professional development opportunities out-of-the-area.

Minimum Qualifications

1. Three years of work experience in bookkeeping.
2. Ability to work independently, take initiative, and be resourceful.
3. Ability to prioritize and manage multiple projects to meet deadlines and achieve results.
4. Excellent computer skills including Excel, QuickBooks and Microsoft 365.
5. Ability to pass a criminal background check.

Preferred Qualifications 

1. Bilingual, English / Spanish, verbal and written.

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