As the bookkeeper/staff accountant for the Audire organization, incumbent is responsible for a full range of bookkeeping and accounting functions, as specified below:
- Enters all business transactions into the computerized accounting system (currently using QuickBooks for Non-Profits).
- Prepares customer invoices using the QuickBooks Accounts Receivable system, enters all payments received, and prepares customer statements as required.
- Enters any required A/R credit memos and journal entries for student accounts; makes required journal entries for students receiving scholarship awards
- Enters all vendor billings and codes expenditures into the general ledger Accounts Payable system.
- Performs monthly reconciliations of bank transactions to books.
- Maintains fund accounting using the QuickBooks application and prepares fund reports for the Staff and Advisory Board as required.
- Tracks charitable contributions and prepares donor contribution letters.
- Prepares financial statements for the organization as required by the Staff and Advisory Board.
- Prepares yearly Form 1099 documents, which includes preparing original copies to be submitted to IRS and mailing out individual copies to recipients.
- Performs year end adjusting entries as needed, and prepares digital QuickBooks copy on a flash drive, along with necessary paper copies of accounting information for submission to the Independent CPA to prepare the Form 990 Exempt Organization Tax Return.
- When completed, reviews the Form 990 for accuracy; obtain Diane’s signature on the Form 990 Electronic Filing form and delivers back to CPA along with payment for invoiced services.
- Prepare monthly Cash Receipts Ledgers (that are used as sign-in rosters to record payments made) and prepare monthly Customer Balance Summaries by Class Year (provided with the sign-in rosters).
- Track credit card payment transactions made via Square Inc. and enter into QuickBooks (Note: Square, Inc automatically transfers funds to the bank account).
- Track donation/credit card transactions made via PayPal and enter into QuickBooks (Note: PayPal does NOT automatically transfer funds to the bank account, so it is necessary to monitor funds and specifically request a transfer from PayPal account to the bank account).
- Maintains all accounting records, both paper and QuickBooks digital backups. (Note: QuickBooks application is currently installed on Linda’s laptop computer).
