Bookeeper

Major Duties & Responsibilities

• Maintaining accurate general ledger records by posting deposits, invoices, payments, payroll entries, and other routine accounting transactions in a timely manner.
• Preparing and processing accounts payable transactions, including reviewing invoices for accuracy, obtaining approvals, coding expenses, and scheduling payments.
• Supporting accounts receivable activities by preparing customer invoices, recording receipts, monitoring outstanding balances, and following up on past-due items as needed.
• Reconciling bank accounts, credit card statements, payment platforms, and vendor statements to ensure transactions are complete, accurate, and properly documented.
• Maintaining organized electronic and paper accounting records, including invoices, receipts, approvals, contracts, and reconciliation support for audit and compliance purposes.
• Assisting with monthly close by preparing supporting schedules, researching variances, and providing documentation requested by the Director of Finance.
• Reviewing employee expense reports and credit card transactions for appropriate documentation, approvals, coding, and policy compliance.
• Preparing deposits and recording cash, check, ACH, wire, and credit card receipts accurately in the accounting system.
• Maintaining vendor records, W-9 forms, payment information, and related documentation to support accurate reporting and annual filing requirements.
• Assisting with preparation of 1099 reporting, sales tax filings, business registrations, and other routine compliance-related finance tasks as needed.
• Responding to internal and external inquiries related to invoices, payments, receipts, account balances, and supporting documentation in a timely and professional manner.
• Supporting ongoing process improvements by identifying recurring data entry issues, documentation gaps, or workflow inefficiencies and communicating them to the Director of Finance.
• Processing refunds accurately and timely by verifying supporting documentation, obtaining required approvals, recording refund transactions, and communicating status updates to internal staff or external parties as appropriate.
• Tracking Insurance applications, reporting, surveys and quarterly payments.
• Other duties as assigned to meet organizational requirements.

Qualifications

Education and Training

• Bachelor’s degree in finance, accounting, or relevant field preferred.

Experience

• 5 years accounting, preferably in a nonprofit organization or association.
  

Skills and Knowledge

• Proficiency in Microsoft 365 applications (i.e., Outlook, Word, Excel, etc.) with expertise in Excel required.
• Sound knowledge of accounting principles, standards, and regulations.
• Proficiency and hands-on experience with financial management software (e.g., Sage Intacct, BILL, Concur, Salesforce) required.
• Superior data management and data analysis skills.
• Strong time management and organizational skills.
• Detail-oriented with a passion for accuracy.
• Excellent interpersonal skills, with experience collaborating in a multidisciplinary, diverse, and dynamic team.
• Excellent verbal and written communication skills, including ability to explain financial terms in simple language.
• Personal qualities of integrity, credibility, and a commitment to ASHG’s mission.

Working Conditions 

• 37.5 hours/week, full-time non-exempt.
• Occasional evening or weekend meetings or events, and travel 1-2x/year, which may include the ASHG Annual Meeting each fall.
• Hybrid position; Required in office Tuesdays and other occasional days throughout the year. Local DMV hires only.

Physical requirements 

This position requires sitting (90%), standing (5%), and walking (5%). It requires computer work involving extensive use of keyboard, mouse, and monitor; and occasionally requires lifting materials of ~20 lbs.