What are the responsibilities and job description for the Bookkeeper position at American Jail Association?
The ideal candidate will be well organized and comfortable dealing with financial data. This individual will be responsible for overseeing the accounts payable and receivable, processing payroll and conducting other tasks related to finance.
ACCOUNTS PAYABLE
- Record all monthly expenditures and breakdown to appropriate departments.
- Prepare pre-check report of expenditures for approval by supervisor.
- Maintain and report checking account balance appropriate for disbursements.
- Prepare checks for signature by supervisor.
- Stamp all expenditures with "date paid, check number and amount of check" for Executive Director’s initials.
- Maintain listing of prepaid expenses for auditors at year end.
ACCOUNTS RECEIVABLE
- Record monthly income for the various AJA departments.
- Reconcile cash total with all departments.
- File copies of all checks received daily for all departments.
- Process online purchases and distribute to appropriate departments.
- Organize credit card purchases and process for month-end reconciliation.
- Invoice for grants, misc.
- Reconcile membership advance revenues and deferrals monthly.
- Process all credits and refunds.
- Process credits for memberships not renewed in 60 days (Inactive).
BANKING
- Monitor and transfer funds as needed.
- Reconcile all bank accounts monthly.
- File statements.
- Maintain checking account/register weekly.
- Complete direct deposit (EFT) requests.
BUDGET
- Enter budget data for current year into accounting system.
- Oversee and reconcile annual departmental budgets.
- Provide Executive Director and other Department Directors with current income/expense information to assist with their budget preparations.
- Work closely with the Executive Director on the creation of an annual budget for presentation to the Board of Directors.
GENERAL LEDGER
- Confirm cash and import Department Monthly Reports into accounting system.
- Reconcile and run the following reports monthly:
- Balance Sheet and Subsidiary.
- Income Statement.
- Comparative to Last Year Balance Sheet and Subsidiary.
- Comparative to Last Year Income Statement.
- Comparative to Budget Figures Income Statement.
- Departmental Income Statements.
- Comparative Departmental Statement.
- Submit financial reports to Executive Director and Director of Administration and Communications.
- Organize all yearly financial reports, receipts, expenditures, etc. for Association audit.
- File Maryland Personal Property Return annually.
GRANTS
- Record monthly income and expenditures for grants.
- File the required monthly, quarterly and annual reports for any grants.
PAYROLL
- Prepare the AJA biweekly payroll and submit to payroll service.
- File quarterly and annual Maryland unemployment tax reports.
- File Form 1099 and Form 1096 reports annually.
- Confirm funds to cover payroll and other expenses.
MISCELLANEOUS
- Prepare all accounts as directed by the auditors for their review.
- Answer and provide all documentation requested during the in-house annual audit.
- Consult with staff to prepare answers to auditor's analytical questions.
- Assist with training of new personnel on accounting system procedures.
- - Respond to co-workers requests for accounting information to help with their responsibilities.
Qualifications
- Associate's degree in accounting or related field
- 3 years of experience in related field
- Proficient in Microsoft Office suite and Peachtree (preferred)_
- Strong organizational and analytical skills and detail oriented
Salary : $55,000 - $65,000