The Bookkeeper is responsible for the day-to-day data entry for our accounting system. Timely and accurate maintenance of accounting records is expected. The Bookkeeper supports the Business Office in the following areas: daily accounting, financial task management, monthly reconciliations, monthly financial reporting, assisting with IRS Form 990 preparation, and annual accounting reviews with leadership. This is a part-time position for 15-20 hours per week with potential to expand to 25 hours.

The Bookkeeper reports to the Chief Operating Officer (COO). Remote work is possible. Mass offered on site. Our office hours are 8:30-5pm Monday-Friday.

Duties & Responsibilities (90%)

Weekly
• Perform day-to-day bookkeeping entries
• Perform daily/weekly maintenance of QuickBooks (QB) daily entries
• Work with COO, Business Office Manager, Development, and the Saint John Leadership Network to maintain correct classes and designations
• Attach receipts to QB and manage reconciliation of all bank accounts
• Weekly review of all transactions ensuring they match by organization and department budgets
• Ensure all transactions align with the correct department, programs, and accounts
• Maintain chart of accounts and class list.
Keep a clear audit trail in QBO that includes supporting documentation for all transactions. Support filing of the supporting documentation.
• Perform weekly AP entries into the QBO software
• Enter deposits into the Development database
• Receive and manage TriNet Expense receipts & expense requests
• Meet with Chief Operating Officer at least once per week

Bi-Weekly & Monthly
• Access payroll through the TriNet platform to itemize and allocate bi-weekly and monthly salaries, tax payments, fees and benefits in QBO

Monthly
• Perform closing activities according to closing calendar
• Prepare and complete all reconciliation processes with: 1) revenue and expenses, 2) revenue software, 3) QuickBooks Online (QBO), 4) depreciation, 5) special projects, 6) credit card use, and 6) payroll
• Prepare schedule supports according to the financial procedures, the 990, and as directed by the COO

Annual
• Prepare and process 1099's at the end of year through QBO

Other Duties as Assigned (10%)
• Actively participate in team meetings, events, special events including annual team meeting
• Some evening meetings and/or weekend work may be required
Qualifications
Required
• 3- 5 years bookkeeping experience
• 1-3 years of experience with financial structures, tax laws, and QuickBooks
• Experience in Generally Accepted Accounting Principles (GAAP)
• Experience with Microsoft 365 including Excel and Word
• Ability to work independently with minimal supervision
• Strong organization and interpersonal skills
• Timely, effective communication and collaboration with the team
• Strong work ethic, integrity, professionalism, problem solving, and critical thinking skills
• Adaptability, flexibility, and demonstrated ability to succeed in fast-changing environments
• Moral life according to the teachings of the Catholic Church
• Teachable spirit. Willing to take on new tasks as assigned.

Preferred
• Experience in a non-profit organization
• Experience with Microsoft Teams or PowerPoint
• Familiarity with donor management software

Education
Bachelor's Degree in a related field or an Associate's Degree with experience in similar positions.

Licenses and Certifications:
None Required. None preferred.

The Saint John Institute

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