Bookkeeper

Border Links is a Tucson-based nonprofit that has been educating about migrant justice and moving people into action for 38 years. The Bookkeeper plays a critical role in stewarding the resources that make this work possible. In close collaboration with the Director of Development and Finance, other Co-Directors, and Financial Management Consultants, the Bookkeeper performs financial and accounting tasks for Border Links, including: bookkeeping, invoicing, cash flow monitoring, and preparation of financial/regulatory reports.

Additionally, the Bookkeeper manages the Human Resources function of payroll administration.

Reports to:

Co-Director, Director of Development and Finance

Status:
Part-time, exempt, 16 hours/week

Rate: $26 hourly

This is a 16-hour-per-week role with a broad scope. The Bookkeeper works with the Co-Directors to prioritize and pace this work within available hours. Certain responsibilities listed below are handled on a monthly, quarterly, or as-needed basis according to organizational priorities.

• Daily activities of finance and bookkeeping, including:
• Management of accounts payable/receivable:
• Creation, processing and tracking of invoices, expense receipts and bills through  to ensure timely payment;
• Recording transactions in Quick Books Online;
• Reconcile all accounts monthly;
• Preparing deposits and managing cash flow needs;
• Financial report preparation, including, but not limited to:
• Regular cash flow projections for Co-Directors;
• Reports required for grants and fiscally sponsored projects (as needed);
• Other financial updates for Co-Directors (as needed);
• Further details of accounting responsibilities include:
• Manage basic accounting responsibilities related to our fiscal sponsorship of other organizations, including categorization in Quick Books, maintaining records, issuing payments, and prompt communication;
• Insert new restricted grant budgets into Quick Books
• Categorize all grant expenses in Quick Books
• Prepare reports for each grant, as needed, and ensure the grants are being tracked appropriately within regular Finance reports
• Provide any requested documentation to funders
• Responsible for petty and program cash accounts, with direct supervision of Co-Director;
• Keep track of and pay honorariums owed to community partners;
• Maintain up-to-date cash and check logs, with direct supervision of Co-Director;
• Collaborate with Financial Management Consultants to prepare for year-end close and external audit
• Work with Co-Directors to identify and address risk and financial management issues;
• Ensure compliance with Border Links Finance Policies and GAAP;
• Other duties, as required.

• Manage payroll, including:
• Collect timesheets or leave-time updates from staff;
• Compile & process payroll information through payroll software bi-weekly, with direct supervision from Co-Director;
• Be a point person for staff’s payroll updates and questions.
• Conduct office orientation in coordination with Co-Directors;
• Ensure all necessary forms are submitted;
• Set up new personnel files.
• Ensure any final paperwork is completed;
• Notify insurance carriers (vehicle, medical, dental, etc) about new/departing staff and volunteers;
• Collect documents necessary for vehicle use from staff, contractors, and volunteers according to the vehicle use policy.

• Manage HR, accounting, and administration files (physical & electronic), including personnel files, and adhere to policy for storage or disposal of documents at fiscal year-end;
• Communicate proactively and in a timely fashion;
• Send reminders to staff about: vacation and holiday schedules, leave reports, meetings, upcoming events, deadlines, etc.
• Coordinate insurance coverage, including research,and support renewal processes;
• Distribute tax forms at year end;
• Support policy and procedure updates as requested.

• Participate in weekly staff meetings, monthly Finance Committee meetings, occasional department meetings, and annual staff/board retreats.

• Three years of professional bookkeeping experience preferred;
• Proficiency with Quick Books Online (or comparable accounting software) and payment processing…