Bookkeeper

Bookkeeper

(Part Time – 20-25 hours per week)

Position Qualifications & Agency Description: Position is responsible for bookkeeping and accounting functions for CASA Youth Advocates, a 501c3 nonprofit organization. CASA uses Quickbooks accounting software and operates on an accrual basis. Primary revenue is from individual, corporate, foundation and government funding. CASA hosts special fundraising events, including an annual gala, and has two office locations. The fiscal year is on a calendar year basis. CASA follows GAAP and depending on the federal government giving levels, may participate in a single audit.

Position requires exceptional proficiency (at least five years experience) with all aspects of bookkeeping as outlined in Responsibilities below. Position requires ability to work independently, sound organizational and problem solving skills, knowledge of complex technology, excellent time management skills and ability to multi-task and prioritize work. Attention to detail and excellent written and verbal communication skills are essential. Must be able to manage confidential information. Must be extremely proficient with Quickbooks, Microsoft Office Suite, including Word, Excel, Outlook.

CASA is the administrative lead for a state contract, including pass-through funding to multiple other organizations. Bookkeeper supports financial management consultant and all partner agency financial and administrative staff in the preparation and submission of budgets, budget modifications and invoices for contract, and managing disbursement of reimbursements for all partner agencies. Position oversees compliance of partner agencies with contract requirements related to invoicing, bookkeeping and financial management.

Supervision: This position is supervised by the Executive Director and also reports to external Financial Management Consultant

Responsibilities:

• Records all daily, weekly, monthly transactions including processing bills, employee reimbursements, cash receipts, electronic transactions, circulating and collecting timesheets, executes payroll through a payroll service then enters into accounting system, reconciles and manages accounts receivable and accounts payable, reconciles and records retirement account contributions, manages & reconciles bank accounts, balance sheet accounts, collects and records staff credit card activity and reconciles to statements.

• Reviews month end schedules: staff credit/debit cards, provides reports to Executive Director and records, reviews donations, confirms and reconciles all transactions related to fundraising events and ensures electronic donor entries are recorded.

• Collaborates closely with the Executive Director, Financial Management Consultant and Office Manager for accounting accuracy in recording and tracking activity and ensures restricted contribution accounts are maintained per donor conditions.

• Maintains financial records of transactions, enters standard journal entries, tracks insurance policies and records monthly/quarterly transactions, monitors cash accounts, provides support documentation and manages workers comp audit, keeps clear records of all account activity, alerts Executive Director and Financial Management Consultant of discrepancies, if essential action required handles in a timely manner.

• Responsible for all financial record keeping, proactively maintains organized digital filing system, assists in the development and implementation of systems and procedures, assists with special projects or research as needed.

• Complies with federal, state, and local accounting requirements, collects W-9 documentation for annual 1099s and reconcile W-2s executed by payroll service.

• Works with Financial Management Consultant in preparing general ledger support and backup documentation for annual audits.

• Collaborates with Executive Director, Financial Management Consultant, and Office Manager to set up and maintain appropriate segregation of duties.

Grant Tracking/Management:

• Creates budget customer codes in QuickBooks, enters per expense account and tracks assigned cost activity against budgets in real time. Tracks unrestricted and restricted grants and records restricted grants in separate accounts.

• Reconciles to ensure grant and donor sources are recorded in proper accounts. Collaborates with development staff on on-going pledged donations to ensure outstanding contributions are reconciled.

• Separately records unassigned costs into single to raise customer code and communicates unfunded transactions to the Executive Director, Development Team and Financial Management Consultant.

• Creates and submits invoices for government contracts on monthly or quarterly basis.

• Manages monitoring requests and financial audits by funders.

PCCD CCVI grant requirements:

• Serves as financial point of contact for partner agencies, managing documentation, timesheets, receipts, disbursements to agencies, and records transactions in PCCD portal.

• Maintains Quickbooks records of PCCD grant fund expenditures.

• Works with project Coordinator to ensure partners provide electronic backup documentation by key deadlines, quarterly submissions are accurate and within budget, reconciles deferred liability accounts to ensure records match partner activities, and ensures all activities comply with conditions of the grant and PCCD standards.

• Works with Financial Management Consultant and partner agency staff to prepare and submit quarterly invoices for grant.

• Ensures separate accounts and accounting structures for CCVI funds and ensures bookkeeping processes comply with PCCD grantee fiscal requirements.

• Works with Financial Management Consultant to comply with monitoring requests and preparation of audits.

Human Resources/Benefits Management:

• Collaborates with Executive Director and Office Manager to on-board and off-board employees, including enrollment in payroll service and benefits and assists with on-going management of benefits and payment for benefits.

• Serves as point of contact for payroll services and benefits brokers and companies.

• Reports and tracks payroll.

• Assists with management of 403b plan, including annual 5500 and census reporting, new employee enrollments and withholdings.

• Manages timesheet reporting for all staff, including maintaining and distributing the template, ensuring proper completion, collections, and reconciliation of hours per funding source.

Pay Range: $30-35/hour dependent on qualifications

Successful completion of FBI fingerprint clearance, Pennsylvania Child Abuse History clearance, and Pennsylvania State Police background check is a condition of employment.

CASA Youth Advocates serving Delaware and Chester Counties does not discriminate on the basis of race, color, religion (creed), gender, sexual orientation, gender identity or expression, age, national origin (ancestry), disability, marital status, or military status, in any of its activities or