Non-Profit Bookkeeper

Position Summary

Affinity Strategies is seeking an experienced Staff Bookkeeper to serve as the primary financial officer for our internal operations and the associations we manage. This is a high-impact, full-cycle accounting role responsible for all day-to-day financial operations across a portfolio of nonprofit clients — including accounts payable, accounts receivable, general ledger management, bank reconciliations, financial statement preparation, budget support, and compliance coordination.

This person will own the financial function end-to-end for multiple association clients simultaneously. The ideal candidate is a self-directed accounting professional with deep nonprofit experience who is comfortable managing complex, multi-entity environments and serving as the trusted financial resource for both internal staff and client volunteers. Experience with nonprofit fund accounting, , and Quick Books Online is essential.

Note:

Tax return preparation (Form 990), formal audits, and tax filings are handled by outside specialists. All other accounting functions are the responsibility of this role.

• Assist in opening and managing client bank accounts, including CDs, in coordination with client-designated volunteer leaders; ensure appropriate signatories are on file
• Deposit checks into client bank accounts on a biweekly basis; compile and record deposit details and distribute check information to relevant staff
• Maintain read-only bank account access protocols for the COO and other authorized personnel
• Monitor investment account activity for clients; coordinate with volunteer leadership and the CEO on fund transfers following Board approval

• Own all AP functions across client accounts using ; review submitted invoices, assign account codes, and manage the weekly processing cycle (Wednesday review / Thursday payment)
• Process payments via check, ACH, and wire transfer; manage expedited payment requests with appropriate documentation and approvals
• Maintain vendor records in ; collect and securely handle W-9 forms for all vendors paid $2,000 or more annually; set up new vendors and verify documentation for compliance (TIN, address, etc.)
• Monitor uncashed checks at the 90-day mark; void and reissue payments as needed after confirming vendor information with Executive Directors
• Manage Affinity Strategies credit card usage for client charges; coordinate with the Office Manager on reimbursements and monthly client invoice coding
• Ensure stipends, honoraria, and award payments of $2,000 or more have a W-9 on file prior to payment; process reimbursements appropriately without W-9 requirement

• Create and send invoices through  for member dues, event registrations, sponsor ships, and exhibitor payments
• Maintain  invoice statuses and apply incoming payments (ACH, credit card, check) to open invoices accurately and promptly
• Prepare and distribute accounts receivable aging summaries as part of the monthly management report
• Coordinate with the Industry Relations team on corporate sponsor and exhibitor invoicing; notify staff when payments are received
• Work with Executive Directors to update membership databases when dues payments are recorded

• Record and post journal entries across all client entities in Quick Books Online (QBO)
• Perform monthly bank statement and credit card reconciliations for all clients
• Execute month-end and quarter-end close processes; maintain general ledger accuracy and integrity across the full client portfolio
• Prepare transaction reports for internal review in coordination with monthly financial statement delivery

• Prepare monthly and quarterly financial statements for all clients, including balance sheets, income statements, and budget-to-actual comparisons
• Distribute draft financial statements to Executive Directors approximately 6 weeks after period end; track review, requested reclassifications, and approvals within the two-week review window
• Upload approved financial statements to the appropriate client Basecamp folders; alert volunteer leadership when new statements are…