Bookeeper

Job Description

Job Description

Position Overview Reporting to the Director of Finance, the Bookkeeper is responsible for managing the day-to-day finance and accounting operations, including entering journals, managing accounts receivable and payable, using financial technology systems, and other select finance-related administration. The Bookkeeper ensures timely reconciliation and reporting of all financial statements and maintain fiscal records. The Bookkeeper serves as the primary contact for internal staff on invoicing, bill payments, and cash receipts and revenue.

Major Duties & Responsibilities

• Maintaining accurate general ledger records by posting deposits, invoices, payments, payroll entries, and other routine accounting transactions in a timely manner.
• Preparing and processing accounts payable transactions, including reviewing invoices for accuracy, obtaining approvals, coding expenses, and scheduling payments.
• Supporting accounts receivable activities by preparing customer invoices, recording receipts, monitoring outstanding balances, and following up on past-due items as needed.
• Reconciling bank accounts, credit card statements, payment platforms, and vendor statements to ensure transactions are complete, accurate, and properly documented.
• Maintaining organized electronic and paper accounting records, including invoices, receipts, approvals, contracts, and reconciliation support for audit and compliance purposes.
• Assisting with monthly close by preparing supporting schedules, researching variances, and providing documentation requested by the Director of Finance.
• Reviewing employee expense reports and credit card transactions for appropriate documentation, approvals, coding, and policy compliance.
• Preparing deposits and recording cash, check, ACH, wire, and credit card receipts accurately in the accounting system.
• Maintaining vendor records, W-9 forms, payment information, and related documentation to support accurate reporting and annual filing requirements.
• Assisting with preparation of 1099 reporting, sales tax filings, business registrations, and other routine compliance-related finance tasks as needed.
• Responding to internal and external inquiries related to invoices, payments, receipts, account balances, and supporting documentation in a timely and professional manner.
• Supporting ongoing process improvements by identifying recurring data entry issues, documentation gaps, or workflow inefficiencies and communicating them to the Director of Finance.
• Processing refunds accurately and timely by verifying supporting documentation, obtaining required approvals, recording refund transactions, and communicating status updates to internal staff or external parties as appropriate.
• Tracking Insurance applications, reporting, surveys and quarterly payments.
• Other duties as assigned to meet organizational requirements.

Qualifications

Education and Training

• Bachelor’s degree in finance, accounting, or relevant field preferred.

Experience

• 5 years accounting, preferably in a nonprofit organization or association.
  

Skills and Knowledge

• Proficiency in Microsoft 365 applications (i.e., Outlook, Word, Excel, etc.) with expertise in Excel required.
• Sound knowledge of accounting principles, standards, and regulations.
• Proficiency and hands-on experience with financial management software (e.g., Sage Intacct, BILL, Concur, Salesforce) required.
• Superior data management and data analysis skills.
• Strong time management and organizational skills.
• Detail-oriented with a passion for accuracy.
• Excellent interpersonal skills, with experience collaborating in a multidisciplinary, diverse, and dynamic team.
• Excellent verbal and written communication skills, including ability to explain financial terms in simple language.
• Personal qualities of integrity, credibility, and a commitment to ASHG’s mission.

Working Conditions 

• 37.5 hours/week, full-time non-exempt.
• Occasional evening or weekend meetings or events, and travel 1-2x/year, which may include the ASHG Annual Meeting each fall.

Physical requirements 

This position requires sitting (90%), standing (5%), and walking (5%). It requires computer work involving extensive use of keyboard, mouse, and monitor; and occasionally requires lifting materials of ~20 lbs.