Bookkeeper

Job title: Bookkeeper 1

Reports to: Chief Financial Officer

FLSA Status: Non-Exempt / Full Time

Date Issued: October 2023

POSITION SUMMARY:

The Bookkeeper performs accounts payable functions according to established procedures or as directed by the Chief Financial Officer. The Bookkeeper maintains internal contacts with the entire administrative staff and external contact with vendor accounts payable departments.

The essential functions of the job include, but are not limited to the duties listed in the job description.

Employee may be required to carry out additional duties as assigned by Supervisor.

ESSENTIAL JOB FUNCTIONS:

Through the employee’s own efforts, the employee accomplishes the following essential functions:

1) Accounts Payable-Responsible for the processing and verification necessary to ensure accurate payment of all legitimate invoices on a timely basis by means of the following procedures:

1. Verifies invoices, coding to proper Budget expense GL account/Department.
2. Matches invoices against closed purchase orders, making sure amounts agree.
3. Maintains file of entered open invoices waiting for payment.
4. Process weekly payments as instructed by CFO.
5. Communicates with shelter/programs regarding errors or questions on invoices.
6. Coordinates the efforts of additional help required to meet above schedules.
7. Reconciles vendor statements to ensure records are UpToDate.
8. Maintains the file of paid invoices.
9. Communicates with shelter/programs as well as vendors regarding errors or questions on invoices.
10. Assists with year end fiscal audits as well as monthly DHS supporting documentation requests.
11. Performs monthly, quarterly petty cash, laundry funds, MetroCard, inventory audits.

Payroll

• Receives bi-weekly payroll and puts together lists to distribute according to site.

• Updates bi-weekly payroll reports, reconciles quarterly salary reports.

Special Projects

• As needed special projects assigned by Management.

Employee may be required to carry out additional duties as assigned by Supervisor.

ADDITIONAL JOB FUNCTIONS: 

1. Adheres to all policies and procedures, including those prescribed in the Highland Park CDC Employee Handbook.

1. Maintain confidentiality and do not disclose information learned through the course of the job with people other than those who need to know including employee information, financial information, client information, etc.

COMPETENCIES:

To perform the job successfully, an individual demonstrates the following competencies.

1. Customer Service Orientation: Manages difficult or emotional situations with internal and external stakeholders; Responds promptly to customer needs; Responds to request for service and assistance. Maintains and communicates a positive “can do” attitude with internal and external stakeholders.

1. Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason when dealing with emotional topics.

1. Systems Thinking:Demonstrates an ability to (a) see how organizational systems (e.g., internal/external conditions, processes, people) interact and influence each other, and (b) how these systems create and contribute to specific issues (e.g., high voluntary turnover) and strengths (e.g., strong customer focus).

1. Planning / Organization: Prioritizes and plans work activities; Uses time efficiently: Plans for additional resources; Develops realistic action plans. Leverages tools to manage workflow and reprioritizes accordingly.

1. Service and Teamwork - Understands the needs and wants of the organization, customers, co-workers and supervisors in order to provide accurate, complete and timely service and to further the mission, values and goals of the organization.

1. Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification.

1. Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. 

1. Ethics: Treats people with respect: Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

1. Dependability: Follows instructions; Responds to management direction; Takes responsibility for own actions; Keeps commitments.

1. Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 

QUALIFICATIONS:

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or ability required. 

1. Minimum Required Education & Experience:
   • Associates Degree in Accounting or related field
   • 1 to 3 years of specialized experience in Accounts payable and billing.

1. Preferred Education & Experience:
   • Bachelor’s Degree in Accounting or related field
   • 2 years related experience.
   • Previous work experience with homeless population, MICA, or Veterans community

1. Computer Skills:
   • Proficient in computer software programs (QB online, Word, Excel, Power Point, CARES, etc.)
2. Language skills:

• Excellent verbal and written communication skills. Reads and comprehends simple instructions, short correspondence, and memos; Writes simple correspondence; Presents information in one-on-one and small groups situations outside stakeholders, clients and other employees.
• Bilingual is preferred

GENERAL PHYSICAL REQUIRMENTS AND WORKING CONDITIONS:

1. GENERAL WORKING HOURS:
   • Generally, this position is Monday through Friday.
2. WORKING FROM HOME:
   • Most essential functions of this job cannot be completed working from home.
3. TRAVEL:
   • May be required to travel about 5% of the time to purchase items or to attend a training or go to the post office as needed.
4. PHYSICAL REQUIREMENTS:

1. The physical activity for the Accountant/Bookkeeper is: 

1. Climbing & Ambulating Stairs: Ascending or descending stairs and ramps using feet and legs and/or hands and arms. Must be able to walk up and down stairs (about 10 flights) in order to patrol stairways, respond to security incidents, and assist in the evacuation of clients during an emergency. Body agility is emphasized. The amount of climbing required exceeds that required for ordinary locomotion.

1. Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.

1. Kneeling: Bending legs at knee to come to a rest on knee or knees.

1. Crouching: Bending the body downward and forward by bending leg and spine.

1. Reaching. Extending hand(s) and arm(s) in any direction.

1. Walking. Moving about on foot to accomplish tasks, and has an ability to navigate from one location to another. 

1. Standing: Remaining upright on the feet, particularly for sustained periods of time.

1. Lifting. Must raise objects from a lower to a higher position or move objects horizontally from position to-to-position.

1. Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling. Ability to use computer tablet to write reports, notes and document compliance with patrol stops.

1.  Grasping: Applying pressure to an object with the fingers and palm.

1. Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.

1. Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.

1. Feeling. Must be able to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Assesses potential safety threats, such as by exposure to chemicals and heat from malfunctioning equipment. 

1.  Physical requirements for the Accountant: 
   • Sedentary work: Exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, with walking and standing required only occasionally. 

1.  The visual acuity requirements for the Accountant/Bookkeeper (including color, depth perception and field vision).
   • Required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal; extensive reading; visual inspection to determine the accuracy, neatness, and thoroughness of the work. 

1. The Bookkeeper will be subject to the following conditions in this position:
   • The worker is subject to inside environmental conditions, protected from weather conditions but not necessarily from temperature changes. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Functions. Reasonable accommodations may be made upon an employee’s request.

This Job Description is not intended, and should not be construed, to be an exhaustive list of all Job Functions, Competencies, Skills and Work Environment/Conditions associated with this job. It is meant to be an accurate reflection of principal job elements useful for recruiting and selecting employees, assigning work and evaluating performance. Additional responsibilities may be assigned, and management retains the right to change this Job Description at any time. Acceptance of this Job Description does not constitute an employment agreement or contract. The Company is an at-will employer and reserves the right to terminate employment for any reason or no reason, with or without notice to the employee.

JOB DESCRIPTION ACKNOWLEDGEMENT AND ACCEPTANCE 

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 Employee Signature Date