BOOKKEEPER!

Reporting To: Director of Finance

Position Summary: The Bookkeeper is responsible for effectively managing assigned financial tasks for the organization. He/she is directly responsible for the daily record keeping activities of the financial tracking system. He/she works within the guidelines, policies and mission of the organization and will be accountable and responsible for specific projects as assigned.

Duties and Responsibilities:

Financial Accounting and Reporting:   Maintain timely and accurate financial statements and reports that are appropriate for the users and in accordance with generally accepted accounting principles (GAAP)   Ensure compliance with internal financial and bookkeeping policies and procedures   Ensure that all statutory requirements of the organization are met including Charitable Status, Withholding Payments, Income Tax, etc.   Assist in the preparation of all supporting information for the annual audit and liaise with the Board's Audit Committee and the external auditors as necessary   Document and maintain complete and accurate supporting information for all financial transactions   Maintain financial bookkeeping systems for cash management, accounts payable, accounts receivable, credit control, and petty cash   Reconcile bank accounts   Review monthly results and assist in processing monthly variance reports   Assist in the preparation of cash flow forecasts in accordance with policy   Perform bookkeeping function including maintenance of the general ledger, accounts payable, accounts receivable and payroll   Ensure that personnel and financial information is secure and stored in compliance with current legislation   Ensure that assets are properly recorded, amortized, and disposed of as appropriate   Liaise with the Board’s Treasurer, Finance Committee and/or Audit Committee as appropriate   Assist the Executive Director, Director of Finance and the Board Treasurer with financial reporting as required at Board meetings and the Annual General Meetings Payroll Preparation and Administration:   Perform payroll functions to ensure that employees are paid in a timely and accurate manner   Process and submit statutory and benefits remittances on time   Assist with issuing annual W-2s and 1099s Budget Preparation:   Assist with the preparation the of the annual budget in consultation with the Executive Director and Treasurer and/or Director of Finance and Finance Committee   Assist Directors and Project Managers with the preparation of budgets for funding applications Project Management Accounting:   Maintain financial records for each project in a manner that facilitates management reports   Prepare accurate and timely financial statements in accordance with contract agreements with funders   Provide accurate and timely reporting on the financial activity of individual projects Information Technology:   Assist in evaluating the need for new technology to meet the organization's financial data processing, control, and reporting requirements   Advise on appropriate technology that meets the organization's information requirements and financial resources Risk Management:   Assist in monitoring the risk management policies and procedures to ensure that program and organizational risks are minimized Office Administration:   Assist in the preparation and recording of accounts payable and cash disbursements.   Assist in the preparation and recording of accounts receivable and cash receipts.   Assist in the preparation of allocation tables for indirect expenses and revenue items as needed.   Performs monthly bank reconciliations, as needed and oversees budget.   Assist in posting of accounts to the General Ledger for: Accounts receivable, cash receipts, accounts payable, cash disbursements and account analysis.   Assist with financial statements for board and year-end financial audit.   Maintain required records, reports, and files in an organized manner   Use computer software to prepare invoices and financial statements   Code and file financial material according to established records management procedures   Process accounts payable ensuring timeliness and accuracy of information   Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup   Prepare accurate bank reconciliations and deposits   Administer petty cash according to established procedures   Prepare checks for signature as directed   Assist with financial reports as required   Perform other related duties as directed within the project guidelines.

 

 

Qualifications:   Two year university degree or equivalent educational training and experience in Accounting, Commerce, or Business Management/Administration   3 to 5 years bookkeeping experience in a non profit organization preferred   Effective oral and written communication skills   Strong interpersonal skills, the ability to supervise and motivate volunteers and staff   Strong analytical and problem solving skills   Ability to work independently and as part of a team   Sound computer skills including word processing, spreadsheets, database, e-mail and internet-experience with QuickBooks is desired   An understanding of the non-profit, voluntary and social services sector   Ability to work flexible hours and within a “virtual office” environment   The ability to communicate in both English and African languages is an asset. Knowledge, Skills and Abilities:   Knowledge of generally accepted bookkeeping/accounting principles   Knowledge of federal and state legislation affecting non profits and charities   Knowledge of the voluntary sector laws and regulations   Proficiency in the use of computer programs for: accounting — word processing databases — spreadsheets  — e-mail  — internet Personal Characteristics — The Bookkeeper should demonstrate competence in some or all of the following:   Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization   Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.   Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.   Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.   Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.   Lead: Positively influence others to achieve results that are in the best interest of the organization.   Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization   Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.   Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.   Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

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