Processes and verifies accounts payable invoices, codes expenses, matches purchase orders, processes payments, reconciles vendor statements, and maintains invoice records. Supports payroll distribution and reporting, petty cash and inventory audits, year-end audits, and documentation requests. Communicates with vendors and internal programs to resolve invoice issues, coordinates additional assistance, maintains confidentiality, and completes assigned special projects.
Job title: Bookkeeper 1
Reports to: Accountant/Chief Financial Officer
FLSA Status: Non-Exempt / Full Time
Date Issued: October 2023
POSITION SUMMARY:
The Bookkeeper performs accounts payable functions according to established procedures or as directed by the Chief Financial Officer. The Bookkeeper maintains internal contacts with the entire administrative staff and external contact with vendor accounts payable departments.
The essential functions of the job include, but are not limited to the duties listed in the job description.
Employee may be required to carry out additional duties as assigned by Supervisor.
ESSENTIAL JOB FUNCTIONS:
Through the employee’s own efforts, the employee accomplishes the following essential functions:
1) Accounts Payable-Responsible for the processing and verification necessary to ensure accurate payment of all legitimate invoices on a timely basis by means of the following procedures:
- Verifies invoices, coding to proper Budget expense GL account/Department.
- Matches invoices against closed purchase orders, making sure amounts agree.
- Maintains file of entered open invoices waiting for payment.
- Process weekly payments as instructed by CFO.
- Communicates with shelter/programs regarding errors or questions on invoices.
- Coordinates the efforts of additional help required to meet above schedules.
- Reconciles vendor statements to ensure records are UpToDate.
- Maintains the file of paid invoices.
- Communicates with shelter/programs as well as vendors regarding errors or questions on invoices.
- Assists with year end fiscal audits as well as monthly DHS supporting documentation requests.
- Performs monthly, quarterly petty cash, laundry funds, MetroCard, inventory audits.
Payroll
- Receives bi-weekly payroll and puts together lists to distribute according to site.
- Updates bi-weekly payroll reports, reconciles quarterly salary reports.
Special Projects
- As needed special projects assigned by Management.
Employee may be required to carry out additional duties as assigned by Supervisor.
ADDITIONAL JOB FUNCTIONS:
- Adheres to all policies and procedures, including those prescribed in the Highland Park CDC Employee Handbook.
- Maintain confidentiality and do not disclose information learned through the course of the job with people other than those who need to know including employee information, financial information, client information, etc.
COMPETENCIES:
To perform the job successfully, an individual demonstrates the following competencies.
- Customer Service Orientation: Manages difficult or emotional situations with internal and external stakeholders; Responds promptly to customer needs; Responds to request for service and assistance. Maintains and communicates a positive “can do” attitude with internal and external stakeholders.
- Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason when dealing with emotional topics.
- Systems Thinking: Demonstrates an ability to (a) see how organizational systems (e.g., internal/external conditions, processes, people) interact and influence each other, and (b) how these systems create and contribute to specific issues (e.g., high voluntary turnover) and strengths (e.g., strong customer focus).
- Planning / Organization: Prioritizes and plans work activities; Uses time efficiently: Plans for additional resources; Develops realistic action plans. Leverages tools to manage workflow and reprioritizes accordingly.
- Service and Teamwork - Understands the needs and wants of the organization, customers, co-workers and supervisors in order to provide accurate, complete and timely service and to further the mission, values and goals of the organization.
- Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification.
- Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
- Ethics: Treats people with respect: Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Dependability: Follows instructions; Responds to management direction; Takes responsibility for own actions; Keeps commitments.
- Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
QUALIFICATIONS:
To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or ability required.
- Minimum Required Education & Experience:
- Associates Degree in Accounting or related field
- 1 to 3 years of specialized experience in Accounts payable and billing.
- Preferred Education & Experience:
- Bachelor’s Degree in Accounting or related field
- 2 years related experience.
- Previous work experience with homeless population, MICA, or Veterans community
- Computer Skills:
- Proficient in computer software programs (QB online, Word, Excel, Power Point, CARES, etc.)
- Language skills:
- Excellent verbal and written communication skills. Reads and comprehends simple instructions, short correspondence, and memos; Writes simple correspondence; Presents information in one-on-one and small groups situations outside stakeholders, clients and other employees.
- Bilingual is preferred
Highland Park Community Development Corporation New York, New York, USA Office
New York, NY, United States
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