Full Charge Bookkeeper

Posted by
Published 21 days ago

Day-to-day responsibilities include

performing all accounting functions and requires extensive QuickBooks

experience. In this role, you will book journal entries related to revenue,

expenses, payroll, financial statements, and bank reconciliation. The

successful candidate will maintain accurate books and records for the

organization and provide regular budget and cash flow reports to Senior

Management, the Finance Committee, and the Board of Directors. This position

requires quantitative and analytical skills to work on various major events and

yearlong grant budgets related to financial modeling for existing and new


Reporting:  This position

reports to Executive Director

Direct Reports: The Full Charge Bookkeeper has one direct report,

the payroll company and works closely with all department heads. As Full Charge

Bookkeeper , you will be undertaking a pivotal role with the expectation to

assist the Executive Director in delivering on its mission, meeting its goals,

and advancing a sustainable organization.

Principal Duties:  

Financial Oversight

Oversee all functions within the

Finance Department including:

  • Record all financial transactions and maintain accurate
  • P&L and Balance Sheet information within APLOS.
  • Provide effective cash management controls over the ECTHTH
  • operating funds.
  • Manage the overall budget process which includes
  • developing and consolidating budgets with department heads
  • Prepare financials for Board meetings
  • Complete regular reconciliations with the Development
  • Department and fiscal year close-out; provide data to auditors as
  • requested
  • Manage the overall audit process and “task plan” thru
  • conclusion including preparing various financial schedules for the
  • auditors
  • Implement necessary internal financial controls and
  • "best practices"
  • Prepare protocols for handling money at events and
  • merchandising sales
  • Work with the Executive Director regarding issues
  • related to federal, state and local regulatory laws and rules for
  • financial and financial reporting
  • Implement appropriate changes to internal protocols to
  • remain compliant with regulatory laws and rules


Provide budgets and financial

reports to ECTHTH and the board as needed:

  • Responsible for the weekly cash flow report
  • Prepare program and event budgeting and reporting for
  • grants
  • Provide budget forecast updates as requested
  • Prepare monthly and quarterly financial statements
  • Event budgeting and management of signature events
  • including the Montclair Jazz Festival as well as other scheduled events.
  • Review event, program and staff expense reports
  • Examine past budgets and estimate future financial
  • needs based on projected revenues and expenses.
  • Assist in the preparation of the Annual Budget

General Bookkeeping

Perform all bookkeeping functions

for the organization with accuracy and efficiency including:

  • Maintain accurate books and records of the organization
  • Maintain accounting records in Quick Books and maintain
  • accurate Chart of Accounts
  • Maintain an organized system of records and files that
  • are easily accessible via secure digital methods, as well as hard copy
  • paper versions as required by law or unavailable by other means
  • Track, code and catalog all event and program income
  • and expenses
  • Perform account reconciliation on a monthly basis
  • Manage accounts payable, accounts receivable, deposits,
  • and cash disbursements to ensure that payments are sent and received on a
  • timely basis
  • Manage request, approval, and payment process for
  • internal expense forms
  • Prepare monthly billing and record cash and credit card
  • transactions
  • Track outstanding/overdue invoices/bills
  • Manage petty cash
  • Close books at month-end and reconcile accounts
  • Update budget and cash flow report on a monthly basis
  • Maintain records of non-profit
  • restricted/temporarily-restricted transactions
  • Manage vendor and programmatic contracts


Provide oversight to payroll vendor.

  • Coordinate with payroll company for any changes to our
  • account or troubleshooting issues
  • Download and reconcile payroll on a bi-weekly basis
  • Assure payroll records are maintained as required by
  • auditors
  • Field inquiries from staff regarding payroll problems


The following key competencies

represent qualities, traits and behaviors that a successful employee will

exhibit. This list is not exhaustive, as other qualities, traits and behaviors

are also desired.

  • The ability to function effectively and to maintain
  • composure when under pressure, meeting deadlines and/or experiencing
  • rapidly changing or uncertain conditions, 
  • Approaching a problem by using a logical, systematic,
  • sequential approach.
  • Ensuring that information is passed on to others who
  • should be kept informed.
  • The ability to develop, maintain, and strengthen
  • partnerships with others inside or outside of the organization who can
  • provide information, assistance and support.


  • Bachelor's degree in accounting, finance, business or a
  • related area from a four-year college. Master’s a plus
  • At least 5 years of experience in accounting, booking,
  • business management, budgeting, reporting analysis or related financial
  • field
  • Demonstrated interest in and commitment to the mission
  • High proficiency with Quick Books, MS Excel, Google
  • Docs/Drive.  Knowledge of APLOS a
  • plus.
  • Exceptional organizational skills
  • Audit preparation experience a must 
  • Ability to manage high volume of AP and AR accounts and
  • invoices through life cycle of major annual events
  • High sense of urgency and efficiency in a fast-paced dynamic
  • environment
  • Superior verbal and written communication skills
  • Familiarity with new technologies and ability to
  • provide some tech support a plus
  • Large scale events and/or large-scale production
  • management and event budgeting experience a plus

Personal Qualifications

  • Interest in our mission a must
  • Understanding of the housing industry and government
  • grants a plus
  • Foresight to anticipate, plan, and adapt as necessary
  • Professionalism, discretion, diplomacy, and flexibility
  • A team play with a sense of humor a must.  We operate as a small community and
  • every member is a vital part of the organization     

Day-to-day responsibilities include

performing all accounting functions and requires extensive QuickBooks

experience. In this role, you will book journal entries related to revenue,

expenses, payroll, financial statements, and bank…

Details at a Glance

  • Time Commitment
    Part Time Schedule
  • Start Date
    September 20, 2021
  • Application Deadline
    September 10, 2021
  • Education
    4-Year Degree Required
  • Professional Level


USD 26,000 - USD 31,200


PTO, Flex-Time, can contribute to retirement plan, dental, vision,

PTO, Flex-Time, can contribute to retirement plan, dental, vision,


118 Division Street, Elizabeth, NJ 07201, United States

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