Bookkeeping and Billing Specialist

Bookkeeping and Billing Specialist Reports to: Executive Director Salary Range: $22-$26 per hour Organization Overview Gateway Down Syndrome Association (GDSA) is a nationally recognized nonprofit dedicated to serving, supporting, and celebrating the lives of individuals with Down syndrome and their families through every stage of life. Guided by the core values of integrity, equity, inclusion, respect, and excellence, GDSA serves more than 2,300 individuals and families across a 150-mile radius and envisions a community where people with Down syndrome can reach their full potential. Position Summary The Bookkeeping and Billing Specialist is a part-time, non-exempt, hourly (15-25 hours per week) position responsible for maintaining the organization’s day-to-day accounting operations and supporting accurate, timely financial reporting. This position works closely with the Executive Director and Database Manager and will manage routine accounting activities, including journal entries, month-end close, and account reconciliations. This position also plays a critical role in ensuring government grant billing is completed accurately and on schedule. The Bookkeeping and Billing Specialist works closely with the Director of Programs and Services and the Grants Administrator to ensure compliance with grant requirements and alignment between financial and programmatic data. Key Responsibilities Accounting & Financial Operations Maintain accurate records of all financial transactions, including donations, grants, contract revenue, and expenses, using QuickBooks Online and Microsoft Excel. Perform monthly account reconciliations (bank accounts, credit cards, receivables, deferred revenue, and other balance sheet accounts) in QuickBooks Online. Maintain the chart of accounts, program codes, and grant tracking structure in QuickBooks Online. Manage accounts payable and receivable, including processing and preparing invoices, payments, and receipts. Prepare monthly financial statements and reports for the Executive Director, the finance committee, and the board, highlighting variances and financial performance. Assist in budget preparation with executive director and finance committee and consistently monitor expenditures against budget to ensure financial health of the organization. Maintain organized and complete financial documentation in accordance with internal controls and nonprofit accounting standards and serve as the primary liaison with external firm during annual audits and preparation of the IRS Form 990. Work with external payroll company to oversee payroll processing, ensuring timely and accurate payment to employees. Grant Billing & Compliance Work collaboratively with the Director of Programs and Services and the Grants Administrator to ensure grant expenses align with approved budgets and track grant expenditures and billing schedules to ensure full and timely reimbursement. Prepare and submit government grant billings through online portals in a timely, accurate, and compliant manner. Monitor cash flow and upcoming reimbursement timing for government grants and contracts. Maintain detailed grant billing support and documentation for audits and monitor compliance with funder regulations, reporting deadlines, and financial requirements. Prepare periodic grant-to-actual expenditure reports for program leadership and management. Collaboration & Process Improvement Serve as a financial liaison to program staff regarding grant billing and expense documentation and liaison to the board treasurer and finance committee. Identify opportunities to improve accounting and billing processes, documentation, and internal controls. Support cross-functional collaboration to ensure strong financial stewardship and organizational transparency. Qualifications We are seeking an individual for this role who is both detailed and relational; someone who will be self-directed and analytical and is a team player dedicated to ensuring the success and growth of the GDSA. Required Associate or bachelor’s degree in accounting, finance, or a related field is required. 3+ years of bookkeeping or accounting experience, preferably in a nonprofit or government-funded environment. Experience with month-end closing, journal entries, account reconciliations required. Proficiency with QuickBooks Online and Microsoft Suite. Ability to maintain strict confidentiality and exercise sound judgment when handling financial, payroll, donor, and employee information. Preferred Experience with government grant billing and cost reimbursement models. Experience working with federally or state-funded grants. Experience supporting audits or financial reviews. Familiarity with internal control best-practices in a nonprofit setting. Core Competencies Accuracy and attention to detail Excellent verbal and written communication skills Strong organizational and time-management skills Collaborative, service-oriented mindsetCommitment to the mission and values of serving individuals with Down syndrome What Success Looks Like During your first year, you will: Consistently produce timely, accurate, and complete monthly financial records. Ensure financial documentation is organized and audit‑ready at all times. Work with staff to develop new, more efficient systems and processes while ensuring internal controls are consistently followed. Submit fully documented grant invoices monthly so that reimbursements are received with minimal delays. Maintain clean reconciliations and supporting schedules that enable completion of the annual audit and Form 990 process with no material findings or significant adjustments. The impact you will make… The GDSA was founded in 1976 by a small group of parents wanting to share and build resources for their children with Down syndrome. Nearly 50 years later, we are a premier Down syndrome organization serving over 2,200 individuals and their families annually. This role will have a dramatic positive impact on our ability to remain a nationally recognized DSA in compliance with non‑profit best practices and financial reporting as well as increase our ability to access competitive grants and contracts. Why You’ll Love Working Here At GDSA, you’ll join a passionate team united by purpose and driven by impact. GDSA is dedicated to maintaining a compassionate, inclusive, and high‑performing culture in which all staff and volunteers are valued, respected, and empowered. We foster teamwork, trust, accountability, and open communication while holding ourselves to the highest standards in order to reach our vision. Here, you’ll have the opportunity to: Help strengthen the financial foundation that enables life‑changing programs and services for individuals with Down syndrome and their families. Grow professionally while advancing a mission that changes lives every day. Celebrate successes alongside a collaborative, caring, and purpose‑driven team. Access a comprehensive array of benefits, including SIMPLE IRA and employer match, flexible schedule and generous paid time off. Diversity, Equity and Inclusion GDSA is committed to fostering, cultivating and preserving a culture of diversity, equityand inclusion. Our human capital is the most valuable asset we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self‑expression, unique capabilities and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and organization’s achievement as well. We embrace our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio‑economic status, veteran status, and other characteristics that make our employees unique. Contact Information Please submit resume and brief cover letter to Executive Director, Erin Suelmann, at View email address on click.appcast.io GDSA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. #J-18808-Ljbffr ROME GROUP