Charity Bookkeeping and Operations Manager

Overview

The Bookkeeper is responsible for managing and recording all financial transactions for Free For Charity and its supported organizations, including the American Legion and other local charities in State College, PA. This role ensures accurate, timely, and secure accounting across multiple entities, leveraging modern financial technologies to streamline operations and support charitable missions.

Key Responsibilities

Daily

• Reconcile receipts and donations from various sources, including events, online campaigns, and in-person transactions, using the Point of Sale (POS) system and digital payment platforms (QuickBooks, Zeffy, PayPal, Zelle, Venmo, GiveLively).
• Record and deposit all incoming funds to appropriate accounts for each supported charity.
• Monitor and manage electronic payment systems (Authorize.net, WHMCS) for membership dues, donations, and event payments.
• Report discrepancies and equipment issues to the relevant charity’s Treasurer or Finance Lead.

Weekly

• Run transaction reports for ticket machines, fundraising events, and digital platforms.
• Collect and deposit funds from events and campaigns, ensuring accurate records for each organization.
• Consolidate daily reports and prepare weekly summaries for review by charity leadership.
• Process new and renewal memberships, entering payments via POS and digital platforms.

Bi-Weekly

• Collect payroll hours (if applicable) and forward to payroll service; ensure payroll payments and taxes are processed and recorded in QuickBooks.

Monthly

• Close out and balance ledgers for each charity, reconcile bank statements, and prepare financial reports using QuickBooks.
• Monitor fee payments from ATMs, entertainment machines, and fundraising activities.
• Receive invoices and pay bills, utilizing Authorize.net and WHMCS for electronic payments and vendor management.

Quarterly

• Prepare Profit and Loss Statements for each organization using QuickBooks.
• Ensure payroll tax filings and payments are completed.

Annually

• Prepare for end-of-year audits and present draft audits to each charity’s Board.
• File annual reports as required by regulatory bodies.

Bookkeeping & Technology

• Maintain current and accurate handling of all income (checks, cash, and digital payments).
• Proficient in bookkeeping software (QuickBooks) and payment platforms (WHMCS, Authorize.net, Zeffy, PayPal, Zelle, Venmo, GiveLively).
• Proper computer backup of financial documentation.
• Understanding of General Ledger accounting, inventory control, and credit/debit memos.
• Maintain membership databases and POS systems for each organization; train staff as needed.
• Reconcile records and deposit profits from fundraisers, recording in POS and QuickBooks.

Administration

• Maintain control of mailings, supplies, resale inventory, and office machinery.
• Communicate with vendors regarding payments and account status, including electronic payment platforms.
• Secure all ledgers, financial information, and checks.
• Maintain confidentiality about personnel and organizational matters.
• Complete all other tasks assigned.

Additional Duties

• Maintain separate files for each vendor account, including electronic payment records.
• Produce and distribute checks and electronic payments to vendors.
• Record electronic funds transfers (EFT), bank transfers, and deposits.
• Assist Treasurers in preparing fundraising account reports.
• Produce financial statements as required.
• Maintain compliance with all organizational policies and procedures.