Bookkeeping and Billing Specialist

Bookkeeping and Billing Specialist

Reports to:

Executive Director

Salary Range: $22-$26 per hour

Gateway Down Syndrome Association (GDSA) is a nationally recognized nonprofit dedicated to serving, supporting, and celebrating the lives of individuals with Down syndrome and their families through every stage of life. Guided by the core values of integrity, equity, inclusion, respect, and excellence, GDSA serves more than 2,300 individuals and families across a 150-mile radius and envisions a community where people with Down syndrome can reach their full potential.

The Bookkeeping and Billing Specialist is a part-time, non-exempt, hourly (15-25 hours per week) position responsible for maintaining the organization’s day-to-day accounting operations and supporting accurate, timely financial reporting. This position works closely with the Executive Director and Database Manager and will manage routine accounting activities, including journal entries, month-end close, and account reconciliations. This position also plays a critical role in ensuring government grant billing is completed accurately and on schedule.

The Bookkeeping and Billing Specialist works closely with the Director of Programs and Services and the Grants Administrator to ensure compliance with grant requirements and alignment between financial and programmatic data.

• Maintain accurate records of all financial transactions, including donations, grants, contract revenue, and expenses, using Quick Books Online and Microsoft Excel.
• Perform monthly account reconciliations (bank accounts, credit cards, receivables, deferred revenue, and other balance sheet accounts) in Quick Books Online.
• Maintain the chart of accounts, program codes, and grant tracking structure in Quick Books Online.
• Manage accounts payable and receivable, including processing and preparing invoices, payments, and receipts.
• Prepare monthly financial statements and reports for the Executive Director, the finance committee, and the board, highlighting variances and financial performance.
• Assist in budget preparation with executive director and finance committee and consistently monitor expenditures against budget to ensure financial health of the organization.
• Maintain organized and complete financial documentation in accordance with internal controls and nonprofit accounting standards and serve as the primary liaison with external firm during annual audits and preparation of the IRS Form 990.
• Work with external payroll company to oversee payroll processing, ensuring timely and accurate payment to employees.

• Work collaboratively with the Director of Programs and Services and the Grants Administrator to ensure grant expenses align with approved budgets and track grant expenditures and billing schedules to ensure full and timely reimbursement.
• Prepare and submit government grant billings through online portals in a timely, accurate, and compliant manner.
• Monitor cash flow and upcoming reimbursement timing for government grants and contracts.
• Maintain detailed grant billing support and documentation for audits and monitor compliance with funder regulations, reporting deadlines, and financial requirements.
• Prepare periodic grant-to-actual expenditure reports for program leadership and management.

• Serve as a financial liaison to program staff regarding grant billing and expense documentation and liaison to the board treasurer and finance committee.
• Identify opportunities to improve accounting and billing processes, documentation, and internal controls.
• Support cross-functional collaboration to ensure strong financial stewardship and organizational transparency.

We are seeking an individual for this role who is both detailed and relational; someone who will be self-directed and analytical and is a team player dedicated to ensuring the success and growth of the GDSA.

• Associate or bachelor’s degree in accounting, finance, or a related field is required.
• 3+ years of bookkeeping or accounting experience, preferably in a nonprofit…