Job Title

Published: May 20, 2025 The Bookkeeper manages and organizes office operations, including bookkeeping, payroll, insurance, accounts payable, and accounts receivable, while ensuring compliance with GAAP and small business tax laws. This position prepares and analyzes financial data, generates detailed reports, and maintains accuracy in billing and account management using accounting software and related technology. The bookkeeper also supports effective team collaboration, supervises office staff, and fosters strong relationships with external stakeholders such as vendors, accountants, and bankers.A Review of Professional Skills and Functions for BookkeeperBookkeeping: Perform all bookkeeping functions with the Accounting Department teamAccounts Receivable: Process Accounts Receivable invoices and track late paymentsCredit Management: Credit and collection management and resolutionPayroll Processing: Take responsibility for payroll using QuickBooks and Bank ReconciliationsRecord Maintenance: Filing and confidential maintenance of accounting recordsReceipt Filing: Keep an excellent filing system of all receipts and invoicesInvoice Checking: Check Daily invoicesBookkeeping Setup: Set up and maintain a clients bookkeeping needs using QuickBooks OnlineData Entry: Enter the Income/ExpenseAccount Reconciliation: Take responsibility for Account reconciliationsTask Management: Ensure assigned tasks are completed within the specified timeframe with attention to detail and accuracyCRM Management: Maintain internal CRM and ensure all client information is recorded, updated, and accurate at all timesReport Preparation: Prepare timely and accurate reports using QBO and Microsoft Office applications, including ExcelCash Management: Record cash inflows, pay bills, and monitor accounts payable/receivable using QuickBooks and CashProReimbursement Management: Manage staff and consultant reimbursementsBank Reconciliation: Perform monthly cash and bank reconciliations for all organizational accountsData Integrity: Investigate and resolve accounting data inconsistencies with integrityProcess Compliance: Adhere to best practices for accounting and financial/operational processesDocumentation Control: Ensure complete paper trail for all payments as per GAAP, grant, and agency process guidelinesTax Documentation: Maintain and file tax-related documentation and filings (Welfare Exemptions, Business Property filing, Sales Tax, 1099s, etc.)Audit Support: Assist with audit and preparation, ensuring all files are ready and paperwork is providedVendor Management: Manage all vendor relations and accountsRecords Maintenance: Maintain all financial, tax, and operations records and filesFinancial Recordkeeping: Maintain company financial records, including purchases, sales, receipts, and paymentsAccounts Management: Process accounts payable and receivable, and manage invoices and tax paymentsAccount Reconciliation: Conduct reconciliation of all accountsGeneral Ledger Management: Maintain and balance the general ledger in an accurate, complete, and up-to-date mannerPolicy Compliance: Interpret and apply accounting policies, rules, and regulations to ensure compliance with applicable standardsBank Reconciliation: Assist with monthly bank reconciliationsClosing Process: Participate in monthly and quarterly close, including journal entriesCommission Reporting: Help create monthly commission reportsAccount Analysis: Take responsibility for account analysisCash Management: Assist with cash management activitiesAccounting Support: Provide support to AR, AP, and other areas of accounting operationsBookkeeping: Perform day-to-day bookkeeping duties, including recording, reconciling, and auditing accounting dataAccounts Payable: Utilize Bill.com to record invoices, process payments, maintain accruals and reconciliationsAccounts Receivable: Record invoices, receipts, and reconciliationCollections Management: Generate collection reports and handle cancellations, credits, etc.Bank Reconciliation: Handle payment deposits and reconciliationExpense Reporting: Record expense reports coming through ExpensifyMonth-End Closing: Perform monthly closing process and annual auditsAccounting Support: Assist with other activities to support the accounting function7. Bookkeeper Details and AccountabilitiesAccounts Processing: Process accounts payable, customer invoicing, bank reconciliations, and prepare business compliance filings such as 1099s, payroll, and sales taxCompliance Filings: Business Licenses and Property Tax ReturnsBank Reconciliation: Perform monthly bank reconciliations and month-end closingGeneral Ledger: General ledger accounting, financial statement preparationTax Filing Support: Assist the CPA with monthly, quarterly, and/or annual tax filingsAccounting Support: Assist with other accounting and bookkeeping dutiesClient Interaction: Interact with multiple clientsReceivables and Payables: Process and maintain receivables and payablesBank Reconciliation: Monthly bank reconciliationsPayroll Processing: Process payroll using ADP and review time reportsJournal Entries: Track inter-company loans via journal entriesFinancial Reporting: Submit accurate and timely financial reportsSpreadsheet Management: Create and maintain Excel spreadsheetsDeadline Management: Adhere to internal financial calendar deadlinesQuickBooks Management: Manage all QuickBooks entriesAccounts Management: Take responsibility for accounts receivable and accounts payableInvoicing: Prepare client design time and product invoicesVisa Reconciliation: Visa reconciliations and paymentsDocument Management: Document management and trackingYear-End Preparation: Assist in year-end preparationReport Analysis: Prepare and analyze various QuickBooks reportsInvoice Processing: Receive corporate and project development invoices, obtain approvals, correct allocations (coding), and prepare them for paymentDraw Management: Manage the hard cost and soft cost draw process to ensure compliance with lender and investor requirementsMonth-End Closing: Assist in the month-end closing and financial reporting processFinancial Preparation: Assist in preparing timely and accurate financial statements, cash flow projections, and budgets and forecasts as requested by the Controller or Chief Financial Officer (CFO)Cash Receipt Handling: Receive cash receipts, prepare deposits, and ensure they are properly codedAdministrative Support: Support other fiscal and administrative projects and responsibilities as assigned by the Controller or CFO11. Bookkeeper Essential FunctionsFinancial Tracking: Track expenses, budget, taxes, cash flow, receipts, and other financial dealings of the companyFinancial Reporting: Provide regular financial reports (weekly, monthly, and yearly)Expense Recording: Recording expenses, assets, and liabilitiesAccounts Monitoring: Monitor accounts payable and receivablePayroll Processing: Ensure the timely processing of payrollBookkeeping: General bookkeeping and accounting tasksBank Reconciliation: Execute bank reconciliations regularlyAccounts Assistance: Assist with Accounts Payable and Accounts Receivable processesLedger Management: Balance and maintain accurate ledgersReconciliation: Complete bank, credit card, and vendor reconciliationsFinancial Statement Support: Assist in the processing of balance sheets, income statements, and other financial statements according to legal and company accounting and financial guidelinesExpense Review: Assist with reviewing expenses, reimbursements, payroll records, etc.Closing Support: Assist the comptroller in the preparation of monthly/yearly closingsFiling System Management: Keep up-to-date digital and physical filing systemCompliance: Maintain accounting controls by following policies and procedures, complying with federal, state, and local financial and legal requirementsPayroll Processing: Assist with processing payrollAudit Support: Assist with internal and external auditsProject Reconciliation: Assist with reconciling and booking project-based payroll and overheadDeposit Processing: Record and deposit cheques and wires daily for both general and trust bank accountsCredit Card Processing: Process credit card transactions, prepare and post related entries to the accounting systemReceipt Reconciliation: Daily review of bank statement entries to identify and reconcile all receipts for the Vancouver officeAccounts Payable Entry: Enter accounts payable vouchers and ensure both the physical and virtual filing of documents are organized and up-to-datePetty Cash Management: Balance and record petty cash transactions monthlyQuery Resolution: Resolve and respond to accounts payable, accounts receivable, and cash-related queries from across the firmCollections Support: Assist the collections team with collection follow-upBank Reconciliation: Assist with bank reconciliations and month-end account analysisWrite-Off Processing: Assist with obtaining authorizations and the posting of accounts receivable write-offsTeam Backup: Serve as vacation backup for Canadian team membersAccounting Support: Aid the accounting and finance team to provide a high level of service to the firm and its clientsAccounting Cycle Ownership: Have ownership over the entire accounting cycleTeam Building: Build the accounting team to stay ahead of 6ix's growthFinancial Reporting: Prepare accurate and timely financial reporting on a weekly and monthly basisTechnical Accounting: Research technical accounting issues and establish company-wide accounting policiesGeneral Accounting: Payroll, AR, AP, and other general accounting for 6ixGrant Coordination: Coordinate with service providers for grantsAudit Compliance: Lead annual audit compliance workGovernment Filing: Review and file HST and other government remittancesIssue Resolution: Resolve accounts receivable and accounts payable issuesInternal Controls: Develop, document, and implement internal controls. Assist in identifying inefficiencies and revamping processes to eliminate them, in addition to providing training and support to finance staffConfidentiality: Keep all data and information confidential15. Bookkeeper Roles and DetailsBookkeeping: General bookkeeping/G/L and transaction entriesAccounts Payable: Take responsibility for Accounts PayableVendor Resolution: Correct vendor billing/receiving errors and/or follow up with vendors for resolutionSales Tax Processing: Sales tax accruals and posting of paymentsBank Review: Daily bank balance reviewInventory Review: Inventory item receipt vs P.O. vs invoice reviewPayroll Processing: Processing hours, PTO, bonuses, etc., for processing by a third-party payroll providerPayroll Tax Management: Assisting with the management of payroll tax accountsIntercompany Reconciliation: Accountable for intercompany reconciliationFinancial Reporting: Financial statements and accrualsReconciliations: Bank, credit card, and other reconciliations and postingsMonth-End Close: Month-end close activitiesAd Hoc Projects: Ad hoc accounting projects and reports16. Bookkeeper Responsibilities and Key TasksGeneral Ledger Management: Responsible for the General Ledger, ensuring compliance with GAAP standards and regulatory requirements for all local, state, and federal laws regarding finances, tax filing, and reportingAccounts Management: Manage Accounts Receivable and Accounts PayableTransaction Recording: Maintain and record a very detailed history of transactions (AP/AR/journal entries) by classification in QuickBooksReporting: AR and AP reports to be prepared weekly for review with managementCheck Preparation: Prepare checks twice a month on the 1st and the 15th of the monthClient Communication: Clear communication with clientele (detailed, organized, timely)Close Cycle Maintenance: Maintain monthly close cycle and periodic reporting at the consolidated, company, and divisional levelsERP Management: Manage the ERP system and ensure that accounting, costing, and all invoicing, billing are accurateInventory Reconciliation: Manage inventory reconciliation (ERP/Warehouse level)Classified Accounting: Recording all transactions, in detail, into appropriate classified accounts while maintaining bank balancesBalance Sheet Reconciliation: Reconcile all balance sheet accountsMonth-End Reporting: Prepare monthly reporting, all month-end closing needs to be completed and submitted for review 7-10 days after the month closes17. Bookkeeper Duties and RolesPayroll Management: Manage payroll on a semi-monthly basis with a payroll companyE-commerce Management: Manage e-commerce account, customer service with e-commerce clients, and wholesale clientsCash Flow Management: Manage the cash flow of the business, bank accounts, and all cash flow-related mattersClosing Activities: Perform the companys monthly, quarterly, and year-end closingPayment Processing: Processing checks, CC invoices, payments, and bank statementsAudit Coordination: Coordinate with external audit partners to ensure the timely and accurate completion of auditsInventory Reconciliation: Maintain/Reconcile inventory reporting monthly, which includes work in progressForecasting: Maintain cash flow forecast models and funding requirementsRisk Monitoring: Monitor and identify potential risks to the organizationCross-Department Collaboration: Working closely with all departments, particularly logisticsTax Preparation: Prepare 1099s, Quarterly Sales Tax, year-end projections, and yearly projections18. Bookkeeper Roles and ResponsibilitiesFinancial Data Management: Record, update and maintain all financial data relating to customers of the Day Nursery, to include preparing all invoices and processing payments.HR Liaison: Liaise with the Universitys Human Resources (HR) department concerning Flexible Benefit arrangements, including agreeing with changes and sessions with parents, preparing invoices, and communicating liabilities to the payroll department.Payroll Reconciliation: Liaise with UECS Central Finance team and HR to reconcile monthly payroll deductions to the charges.Funding Administration: Implement and monitor the Essex County Council Early Years funding process, including liaising with parents as to their entitlements and claims, ensuring all paperwork is completed and submitted, ensuring deadlines are met and that all claims are in line with current rules and regulations.Financial Recordkeeping: Assist the Central Finance team in their work to record and reconcile finance records to the Agresso system, Management accounts and Bank reconciliations.Procurement Compliance: Ensure all purchases are approved and processed correctly in line with UECS Financial regulations, including preparing purchase orders, goods receipting and passing to Income and Payments for processing.Month-End Accruals: Liaise with UECS Central Finance Team to ensure that accruals are accurate each month.Income Handling: Collate and bank income on behalf of the department.Supplies Procurement: Procure purchases of equipment, food, and stationery supplies under the direction of the Nursery Manager, adhering to UECS financial regulations.Payroll Administration: Ensure all payroll information is accurate and submitted on time and that appropriate records are maintained.Customer Service: Respond to enquiries from existing and potential users of the Day Nursery, including students, staff, and the general public, from University Offices and outside organisations.System Maintenance: Maintain the nursery management system, ensuring it is accurately updated with all changes as they occur, including information relating to children, families and staff, setting up funding types and day care sessions.Marketing Communication: Liaise with the Nursery Business Manager and UECS Marketing Team in preparing communications to students, staff, parents and the general public and disseminating this information. This includes changes to terms and conditions, pricing, funding, opening dates and other general information, such as newsletters, University updates, changes in key staff and general communications.Event Coordination: Prepare documentation for Holiday Clubs for primary school children, including generating application forms and registers and adhering to Ofsted requirements.Data Protection Compliance: Comply with the requirements of Data Protection by ensuring confidentiality when dealing with staff, parents or childrens personal information.Records Management: Ensure records are kept securely at all times and archived appropriately.Contract Administration: Maintain all office equipment contract records. Establish and maintain clear procedures for monitoring contractual compliance relating to the provision of office/administrative services to the Day Nursery to minimise risk, ensure value for money and excellence in service delivery.Training Records Management: Update and maintain electronic records of core training requirements for all staff within the Day Nursery.Health and Safety Support: Support the management and maintenance of Health and Safety records, including Risk Assessments, Methods of Work and COSHH sheets, ensuring these are accurate and up to date.Attendance Monitoring: Manage and maintain sickness, annual leave and lieu records.Office Operations Management: Analyze and organize office operations and procedures such as bookkeeping, insurance, payroll, accounts payable and accounts receivable.Financial Analysis: Analyze and review financial data, prepare financial statements and reports for both internal and external purposes.Accounting Knowledge: Display comprehensive knowledge of generally accepted accounting principles (GAAP) and knowledge of small business tax laws.Customer Billing Support: Ensure the proper billing/charging of accounts and provide professional, prompt, and courteous service to customers in resolving individual problems.Software Proficiency: Maintain expertise in understanding the Companys accounting/bookkeeping software and related technology.Relationship Management: Establish and maintain professional relationships with accountants, bankers, vendors, associates, and office support staff.Staff Supervision: Assume supervisory responsibility for office support staff.Team Collaboration: Interact harmoniously and effectively with others, focusing on the attainment of company goals and objectives through a commitment to teamwork.Attendance Compliance: Conform to acceptable attendance/punctuality standards as expressed in the Employee Handbook. #J-18808-Ljbffr