Bookkeeper

Job Summary

This full-time Bookkeeper role is responsible for day-to-day accounting operations, including accounts payable processing, accounts receivable invoicing, and financial administrative support. This position monitors and processes vendor payments, tracks contracts and invoicing requirements, prepares and distributes customer or contract-related invoices, and monitors the chart of accounts in collaboration with finance department leadership. Additionally, this position provides support for internal and external questions and requests regarding day-to-day accounting processes, vendor accounts, invoicing, and payment activity.

Essential Job Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Review, verify, and process vendor invoices for accuracy, completeness, and proper authorization.
• Match invoices to purchase orders and resolve discrepancies in a timely manner.
• Enter invoice and payment data into the accounting system for processing and recordkeeping.
• Prepare and process electronic payments, including ACH, wire transfers, and checks.
• Monitor payment schedules to ensure timely disbursements and avoid late fees or service interruptions.
• Respond to payment inquiries from vendors and internal BTC stakeholders.
• Reconcile vendor statements and resolve outstanding balances or discrepancies.
• Assist with month-end and year-end close processes, including reconciliation of accounts payable and receivable records.
• Generate and maintain accounts payable and receivable aging reports, payment summaries, and related financial documentation.
• Serve as a primary point of contact for vendor and invoicing inquiries regarding payment status, account activity, and outstanding balances.
• Coordinate utility vendor account setup and maintenance activities, including initiating, transferring, or discontinuing services, as directed.
• Collaborate with internal departments to resolve invoice discrepancies, payment concerns, and billing-related issues.
• Build and maintain positive working relationships with vendors, funders, and internal BTC teams.
• Prepare, review, and distribute customer, contract, grant, and program invoices in accordance with established billing schedules, funding requirements, and contract terms.
• Monitor accounts receivable balances and coordinate internal follow-up related to outstanding invoices, payment tracking, collections, and reimbursement activity.
• Maintain accurate invoicing records and supporting documentation to ensure proper revenue tracking, reconciliation, and audit readiness.
• Assist with identifying and resolving invoicing discrepancies, payment issues, and billing questions from internal and external stakeholders.
• Support finance leadership with accounts receivable reporting, reconciliation activities, and revenue tracking processes.
• Maintain organized and accurate financial records, including invoices, payments, correspondence, and supporting documentation.
• Ensure compliance with organizational policies, financial regulations, contract requirements, and tax reporting obligations, including 1099 reporting.
• Conduct Leadership Onboarding training to orient new leaders to applicable finance policies, procedures, and workflows.
• Provide back-up support for BTC payroll processing to ensure continuity of operations during planned or unplanned coverage gaps.
• Coordinate the review and submission of staff expense reimbursements for payroll processing in accordance with BTC policies.
• Manage organizational petty cash processes, including disbursement tracking, reconciliation, documentation, and compliance with internal controls and finance policies.
• Process, reconcile, and code organizational credit card transactions and supporting documentation to ensure accurate accounting, timely submission, and compliance with BTC financial procedures.
• Support internal and external audits by preparing and providing requested financial documentation and information.
• Identify opportunities to improve accounts payable, accounts receivable, invoicing, and related finance processes through workflow enhancements and best practices.
• Utilize financial systems and automation tools to enhance operational efficiency, accuracy, and tracking capabilities.
• Complete special projects and additional duties, as assigned.
• Abide by organization policies and procedures, confidentiality requirements, professional boundaries, and applicable federal and state regulations and standards.

Experience, Knowledge, Skills and Abilities

The following are the minimum levels required to successfully perform the Essential Job Duties and Responsibilities.

• Minimum 3 years bookkeeping or clerical accounting experience, required
• State ORCHARDS BCU background check clearance, required
• Associates Degree in related field, strongly preferred
• Proficiency in double-entry bookkeeping, required
• Proficiency in Quickbooks Online and/or BILL>com, strongly preferred
• Computer literacy; proficient ability with Microsoft applications including Excel and PowerPoint, required
• Strong attention to detail, accuracy, and organizational skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Demonstrated ability to analyze financial data, identify discrepancies, and resolve issues using sound judgment
• Ability to maintain confidentiality and handle sensitive financial and organizational information with discretion
• Strong written and verbal communication skills, including the ability to convey information clearly and professionally
• Ability to work independently with minimal supervision while also contributing effectively to a collaborative team environment
• Ability to sustain concentration for extended periods when performing detailed financial and data-entry tasks
• Ability to manage competing deadlines, adapt to shifting priorities, and remain composed during high-volume reporting and/or audit periods
• Strong problem-solving and critical-thinking skills to troubleshoot financial discrepancies or resolve questions from staff and partners
• Demonstrated success working effectively with individuals from diverse backgrounds and contributing to an inclusive, respectful team culture
• Ability to communicate professionally with staff, contractors, funders, and government agencies, maintaining high standards of customer service and collaboration

Working Conditions

Environment and Physical Requirements: This position works in a hybrid environment, which may include remote work and/or work performed in a standard office setting. Occasional travel to BTC program sites or administrative locations may be required. When visiting BTC site locations, the position may encounter typical indoor and outdoor conditions, including exposure to varying weather. Work involves frequent computer use, extended periods of sitting, and routine administrative tasks. The position also involves regular interaction with staff, contractors, funders, government agencies, and other stakeholders, whether in person or through virtual platforms. The employee must be able to lift, push, pull, and move files, office supplies, and equipment up to 15 pounds. The role requires intermittent standing, walking, bending, and movement throughout the workday.

Emotional and Cognitive Demands: This role requires sustained attention to detail, strong organizational skills, and the ability to manage multiple priorities and deadlines in a fast-paced environment. The position involves continuous analytical thinking, problem-solving, and accurate processing of financial data. The role requires confidentiality, sound judgment, and the ability to work independently as well as collaboratively with staff and external partners. Periods of high workload may occur during reporting cycles, audits, and/or fiscal deadlines.

Position Type/Expected Hours of Work: This is a full-time, non-exempt hourly position. Standard work hours are typically Monday through Friday, forty hours per week; however, scheduling may vary based on business needs and departmental deadlines. Occasional travel to BTC program sites or administrative locations may be required. Periodic extended hours during peak workload periods, such as reporting cycles or audits, may also be necessary.

Other Duties and Responsibilities: This job description is a summary of the essential duties and responsibilities for this job, and it does not necessarily represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. Nothing in this description restricts Bridges’ right to assign or reassign duties at any time.

Accommodation Statement: Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require an accommodation in order to perform the essential duties and responsibilities of this job, please contact the Bridges to Change Human Resources Manager.

Bridges to Change is an Equal Opportunity Employer