JOB TITLE: Bookkeeper
CLASSIFICATION: Part-time, non-exempt (20-30 hours a week)
REPORTS TO: President & CEO
SALARY RANGE: $20-25/hr
Interested candidates may send their cover letter and resume to Kelly Jasen at firstname.lastname@example.org
ABOUT UNITED WAY EMERALD COAST:
United Way Emerald Coast (UWEC) is a local volunteer-based organization that brings individuals and groups together in a community wide effort to help others. Together, we fight for the health, education, and financial stability of every person in Okaloosa and Walton counties. We work with hundreds of individuals and organizations that share a collective vision for what is possible when we Unite our efforts. To drive positive change, UWEC evaluates our community's diverse needs, mobilizes the caring power of the community, and directs resources to the areas that will have the most positive impact.
The Bookkeeper is responsible for performing the fiscal functions of the organization in accordance with generally accepted accounting principles (GAAP), and in accordance with financial management techniques and practices established by United Way Emerald Coast (UWEC) and United Way Worldwide. Responsible for establishing and following financial policies, procedures, controls, and reporting systems and ensuring legal and regulatory compliance for all accounting and reporting functions. The Bookkeeper is responsible for tracking all sources of income including campaign, grants (federal, state & private) and social enterprise activities. Additionally, this position monitors the organization’s facilities and assists with employee benefits.
KEY AREAS OF RESPONSIBILITY:
- Work with President/CEO, Treasurer, Finance, and Audit committees to direct UWEC in the most fiscally responsible manner. Inform the President/CEO, Treasurer, Finance, and Audit committees of any events relative to the financial well-being of the organization.
- Responsible for all Quickbooks accounting functions including maintaining general ledger, preparation of monthly financial statements, processing accounts payable, processing accounts receivable and creating financial reports for President/CEO and Board of Directors.
- Prepare annual budget by communicating with UWEC staff on the expectations of income and expenses in the current year and for the upcoming fiscal year. Monitor the annual budget and functional expense ratios throughout the year.
- Process and disburse all financial payments including but not limited to accounts payable, agency allocations and agency designations. Collect ACH/anti-terrorism certifications as needed.
- Serve as liaison to and provide support for the UWEC Finance and Audit Committees.
- Serve as liaison and coordinate communications with financial institutions. Arrange banking activity, including line of credit, commercial card, direct debits and credits.
- Manage all activities involving UWEC’s annual audit and preparation of IRS Form 990; support external independent auditors as needed.
- Assist UWEC staff with pulling reports from donation software for analysis and campaign strategizing. Train staff and volunteers to enter donor and agency campaign data accurately.
- Accurately and timely record gifts, pledges and payments, adjust transactions, update and add constituents and contact information from a variety of sources using a variety of interfaces and processes. Process tax receipt letters for donors. Analyze pledge receivables at least quarterly.
- Lead the preparation of annual United Way Worldwide (UWW) mandated Database II, membership certification, and accreditations (i.e. Guidestar, BBB).
- Oversee annual insurance renewal process to ensure appropriate insurance coverage.
- Manage incoming and out-going mail and answer main phone line. Direct inquiries as needed and provide accurate information to those needing assistance.
- Monitor/maintain office supplies inventory and oversight of supply room. Handle any necessary office equipment service issues/calls.
- Manage internal and external meeting logistics to include location, meals, room setup and takedown.
- Lead contact with building management for general maintenance, repairs and other pertinent communications.
- Manage and ensure payroll, employee benefits and regulatory/compliance systems are in place and automated as much as possible.
- Keep all activities in line with the core values and contribute to the positive culture of UWEC.
- Participate in professional development opportunities as related to the duties of the position.
- Stay current on any federal/state financial policies or legislation that affects non-profits.
- Assist with the organization’s disaster response efforts, when necessary.
- Assist with other projects as assigned.
MINIMUM KNOWLEDGE & SKILLS REQUIRED:
- Understand and demonstrate commitment to the mission, vision, and direction of UWEC.
- Graduation from a four-year degree program in accounting. Minimum of two years of prior experience in general ledger, accounts payable, accounts receivable, and budgeting.
- Nonprofit and/or grant management experience strongly preferred.
- Working knowledge of MS Office Suite, Quickbooks, and database management. Ability to learn other applications including donor management software.
- Advanced math skills and strong knowledge of accounting principles and standard accounting processes. Proficiency in preparing and interpreting financial reports.
- High degree of discretion dealing with confidential information.
- Fluent in the English language, both oral and written, including correct punctuation, spelling and grammatical usage.
- Able to take initiative, create and execute strategies, demonstrate leadership, and consistently produce high-quality work.
- Flexible to change; proven ability to manage multiple high-priority projects and deadlines without compromising quality.
- Ability to work respectfully and inclusively with a diverse population and multiple stakeholders.
- Commitment to continual learning and improvement.
- Ability to work cooperatively and flexibly as part of a team.Drivers’ license and reliable vehicle, or equivalent ability to travel within a 2-county region.
- While performing the duties of this job the employee is regularly required to walk, sit and stand; use hands to finger manipulation, handle, feel, reach with arms and hands, and talk or hear.
- Extended viewing of computer monitor.
- Normal office environment with little exposure to dust, noise, temperature, and the like.
- Ability to lift or move up to 25 pounds.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
UNITED WAY CORE COMPETENCIES FOR ALL STAFF:
- Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
- Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
- Collaborator: Understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
- Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
- Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.