Bookkeeper

HEARTS & HORSES

Job Description

Position Title: Bookkeeper
Reports to: Executive Director

Date: April 2025

JOB DESCRIPTION

Summary/Objective: The Bookkeeper is highly proficient in accounting knowledge, financial data entry and management, and QuickBooks Online and is responsible for the day to day financial transactions of Hearts & Horses, ensuring that Accounts Receivable, Accounts Payable transactions are completed in a timely fashion and with the highest level of accuracy. A strong team player, the Bookkeeper works closely with the Executive Director as well as the Development and Program teams to achieve organizational goals related to accounting, customer and donor relations through the daily bookkeeping functions, supporting the overall mission of Hearts & Horses.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Record all incoming and outgoing financial transactions accurately and timely utilizing Dext and QuickBooks Online. Monitor and review all expense transactions for the correct mapping into QBO from Dext. Set up and monitor auto payments as well as those through BillPay and paper checks, when needed.
• Maintain accurate and up-to-date general ledger entries.
• Manage Accounts Receivable: Generate, finalize and send all invoices to clients and donors: program participants, special groups & retreats, and sponsors. Process all electronic deposits and prepare all cash deposits per cash management policies. Generate donation receipts (check/cash donation and in-kind) timely.
• Manage Accounts Payable: Review and process all vendor invoices for payment, as approved by the Executive Director. Collate and archive credit card receipts and statements.
• Handle customer and vendor questions and concerns as related to AR/AP. Manage participant payment plans and assist in collection of past due accounts. Review AP/AR weekly and highlight issues with the Executive Director / Program Director.
• Manage Payroll Processing and Benefits Systems: Report payroll data to payroll service, ensure accuracy, arrange for appropriate bank transfers and enter data in accounting software. Audit benefit invoices. Complete 401k compliance and annual testing.
• Budget Monitoring: Assist with preparation of program budgets and financial forecasts. Assist in tracking budgets, identifying variances, and recommending adjustments.
• Financial Audit and 990 Preparation: Provide information from QBO as requested by the Executive Director and CPA to assist with the preparation of the annual audit and 990 filing.
• Audit monthly expenses that are over budget or “unusual.” Send expense reports to Directors to discuss trends. Provide the Development & Communications Director with examples of how donor dollars are being spent for fundraising campaigns.
• Compliance: Ensure compliance with federal and state requirements such as Charities Registration with the Colorado Secretary of State, State of Colorado Bingo/Raffle license, Unemployment/FAMLI reporting and payments to the Colorado Department of Labor and Employment.
• Maintain financial and corporate files ensuring compliance with Generally Accepted Accounting Principles, regulatory requirements as it pertains to non-profits, and audit requirements.
• Attend meetings as necessary, including Staff meetings.
• Perform other duties as assigned.

Competencies

• Accounting Knowledge
• Financial data entry and management
• Data Confidentiality and Security
• Attention to Detail
• Organizational Skills
• Integrity and Ethics
• Collaboration & Teamwork
• Excellent verbal and written communication skills.
• Initiative & Adaptability
• Analytical Thinking
• Time management

Supervisory Responsibility

This position is not responsible for the supervision of any Staff or Volunteers.

Work Environment

While performing the duties of this job, the Bookkeeper is primarily in an office setting and requires prolonged periods of sitting or standing at a desk and working on a computer. Due to the ranch environment, the Bookkeeper is also occasionally exposed to a variety of extreme weather conditions on facility grounds to include wind, rain, hail, snow, and high heat index.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Use of hands and fingers is required for keyboard typing, writing, scanning, etc. Other physical requirements include:

Standing (talking to participants and volunteers in lobby areas, standing at printer/scanner, etc.), walking (walking between buildings on property, etc.), bending/kneeling/stooping/crouching (using filing cabinets, workroom cabinets, etc.), lifting (able to lift or move items up to 15 pounds such as handling documents, office supplies, or small equipment), with strong balance to handle all of these duties safely.

Position Type and Expected Hours of WorkThis is a part-time position. Days and hours of work are assigned by the Executive Director. Evenings and weekends may be required as part of this position.

Required Education and Experience

• Minimum 3 years related experience in QuickBooks or QuickBooks Online.
• Minimum 3 years related experience in Bookkeeping and/or Accounting.
• High proficiency in QuickBooks and Excel
• Knowledge of generally accepted accounting principles (GAAP)

Preferred Education and Experience

• Degree in accounting or business

EEO Statement

Hearts & Horses, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Part-time

Pay: $21.00 - $24.00 per hour

Expected hours: 15 – 20 per week

Benefits:

• 401(k)
• 401(k) 2% match
• 401(k) matching
• Life insurance
• Paid sick time
• Paid time off
• Parental leave

Schedule:

• Monday to Friday

Ability to Commute:

• Loveland, CO 80537 (Required)

Work Location: In person

Salary : $21 - $24