Job Title: Bookkeeper
Reports to: Associate Executive Director
Job Summary: The Bookkeeper is responsible for managing all aspects of accounting, financial analysis and reporting for the organization including budgeting, A/R, A/P, payroll, daily transactions, financial controls, security, risk management and other duties. In addition, employee benefits and other human resources responsibilities are administered by the Bookkeeper.
- Reconcile Cash Register Deposits and Bank Statements
- Process Payroll
- Enter and Pay Vendor Invoices
- Create Invoices and Sales Receipts for Clients
- Perform basic Journal Entries, Adjusting Entries, and Accruals
- Track Surgery Totals
- Advise Management on financial matters, including Forecasting and Budgeting
- Oversee Monthly Inventory Closing
- Manage Accounts Receivable, including collections of outstanding debt
- Furnish external Auditors with required information during annual Audit
- Pay quarterly Sales and Uses Tax
- Prepare and mail 1099-MISC forms annually
- Authorize cash disbursements, including petty cash, refunds, and reimbursements
- Monitor bank accounts, merchant accounts, credit/loans and notify management of impending issues
- Proactively identify opportunities to improve accounting systems and financial controls
- Manage cash handling and client payment systems
- Manage voucher programs
- Manage Human Resources Responsibilities confidentially including benefits administration, worker’s compensation claims, COBRA, maintain personnel files, and other duties as assigned.
- Assist with company risk management by maintaining insurance policies as needed (liability, vehicles, facility, D&O, etc.)
- Monitor attendance of all employees and report to appropriate supervisors
- Supervise team of up to 3 Bookkeeping Assistants
- Hire and train new staff within budget
- Create staff schedules and handle disciplinary actions as needed, documenting all conversations and keeping Executive Director informed
- Coordinate and organize workload to insure tasks are completed correctly, completely and in a timely fashion.
- Develop and utilize staff members’ skills to the advancement of the individual and the organization
- Oversee finance department, provide ongoing training for staff, create and maintain standard operating procedures and guidelines, and perform regular evaluations of staff performance
- Opening/Closing of the Clinic
- Maintaining the security of valuable assets, including cash and cash equivalents, client financial data, merchandise and medications
- Provide analysis, advice and assistance to the Director with regard to the financial management of the organization
- Participate in and contribute to managers’ communication and workshop meeting
- Regular attendance and punctuality is required. Vacations, callouts, and tardiness must be discussed with direct supervisor by phone or in person.
- Flexibility in schedule is required, including the ability to work evenings, early mornings and weekends. Overtime may be needed as determined by the needs of the organization.
- Other duties as assigned.
- *All employees, regardless of position, may be called upon to handle animals*
Education and Qualifications
- Minimum college level course in Principles of Accounting. Additional studies or degree in accounting or management topics preferred.
- Applicants should be proficient in Quickbooks online and Microsoft Excel.
- Must have ability to handle inflammatory situations with both clients and staff with courtesy and respect.
- At least 1 year experience in bookkeeping or accounting; experience in non-profit bookkeeping preferred.
- Understanding of generally accepted accounting principles required.
- Supervisory experience preferred.
Knowledge and Skill Requirements
- Must speak and write in clear and fluent English. Bilingual (English and Spanish) is a plus.
- Must be able to analyze and define problems, collect and organize data, establish facts and draw valid conclusions. Able to develop and implement creative solutions to complex and abstract problems.
- Must be able to handle sensitive information appropriately and confidentially especially regarding Human Resources responsibilities and client financial information.
- People for Animals desires that applicants possess the following character traits:
- At People for Animals, each employee’s individual task is essential to the success of the facility as a whole. It is Management’s expectation that all employees be able to set personal differences aside, respect the opinions of their coworkers, and work as a team to achieve our collective goals.