Part-time Bookkeeper, Boston, MA

Part-time Bookkeeper, Boston, MA

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The bookkeeper at Old South Church works closely with and reports to the financial controller, though the bookkeeper will also work with other members of staff whose work impacts the accounting office.These people include, but are not limited to, the senior church administrator, the director of operations and the preschool director. Under the financial controller’s direction, the bookkeeper is responsible for executing the day-to-day duties of the accounting office including paying invoices, completing payroll bi-weekly, basic HR duties, making bank deposits, data entry, and maintaining and monitoring financial records. The bookkeeper is also responsible for filing and organizing in the accounting office, maintaining office supplies, and creating and updating a procedural manual detailing the processes of the bookkeeping position. As the primary processor of payroll, the bookkeeper must maintain the utmost confidentiality and the highest standard of accuracy. 

Responsibilities 

Accounts Payable 

  • Process all bills in the accounting system, posting the transactions to the relevant expense or fixed asset account. 

  • Review vendor statements to ensure all invoices are accounted for.  Keeping track of monthly recurring invoices to be sure all are accounted for and paid on a monthly basis®

  • Establish protocols for invoice approval, communicate internally with managers to ensure timely approval of invoices

  • Pay all approved invoices on a weekly basis, have them signed by the Sr Minister and mailed.  All checks greater than $10k must have 2 signatures

  • Maintain accurate database of vendors paid online and ensure timely and consistent payment of invoices 

  • Track down missing invoices or lost payments by contacting vendors and ensuring accurate billing

  •  Maintain accurate and complete files for all vendors.

  • Track all related inter-church amounts resulting from the OSC checking account paying expenses for other Old South entities in advance of being reimbursed, such as pre-school, trustees, and deacons (transfer of monies from inter-church accounts) (once/month)

  • Request reimbursement from the related parties (e.g. trustees, deacons, Mt Vernon, Operations) on a timely basis to net all inter-church accounts to zero.

  • Maintain all 1099 vendor information as needed (ie W-9s).  Process 1099s in January each year.

  • If and when material to financial performance, accrue income (for the preschool) and expenses to properly reflect the timing for the income and expense. 

  • Research multi person spending lines such as ministers' expense allowance, etc. 

  • Ensure detailed sub-ledger balance reconciles to general ledger account balance (monthly)

  • Prepare and pay quarterly Sales & Use taxes due to the Commonwealth of Massachusetts.

  • File and organize as needed

  • Special projects as needed.

Payroll 

  •  Ensure department heads are submitting accurate time sheet summaries for processing in payroll

  •  Using the external payroll provider, Paychex, prepare bi-weekly payrolls for all church and preschool employees and account for all payroll expenses at the department level within the accounting system

  • Research and resolve all payroll issues with employees

  • Properly record additional income for employees

  • Record/track available sick and vacation time for all employees

  • File and organize as needed

Human Resources 

  • Work with the director of operations to ensure appropriate onboarding and off boarding procedures particularly as it pertains to payroll and benefits

  • Coordinate employee benefits including health insurance, pension, MBTA costs, and other benefits

  • Ensure completion of all state and federally mandated paperwork, including CORI reports and I9. 

  •  Work with the director of operations to keep the employee handbook up to date and to communicate policies to employees.

  • Maintain accurate and complete personnel folders. Create and maintain compensation files for all employees, including initial offer letters and all subsequent pay rate changes, authorized by the proper individuals.

  • File and organize as needed

  • Special projects as needed

Accounts Receivable – Old South Preschool

  •  Maintain the accounting system (ACS), to keep all billing functions to Preschool families current and up to date (ie invoicing, adjustments, and payments received)

  •  Maintain student information via the ACS Client Listing as well as binders for each year.

  • Keep track of individual “Schedule of Agreements” and ensure that special agreements are billed as needed, usually monthly.

  •  Ensure standard tuition agreements are billed promptly

  • Process billing adjustments as needed. 

  • Assist the Preschool Director with any financial activities including permits, grants, etc

  • Ensure detailed sub-ledger balance reconciles to general ledger account balance.

  • Create and update deferred revenue worksheets and post adjustments monthly to ACS.

  • File and organize as needed

Education and Experience:

Bachelor's or Master's Degree in business, finance, or a related field. In place of a degree, two to three years' experience in a field related to finance and accounting will be considered. Experience in non-profit accounting, particularly in a church setting, greatly preferred. 

Special Skills:

  • Display exceptional time-management and organization skills.

  • Demonstrate a professional demeanor, whether speaking to others in person, over the phone, or email

  • Work well alone as well as under direct supervision.

  • Show initiative and the ability to improve systems and processes. 

  • Be discreet and keep employee information confidential.

Technology Skills:

Computer literate with proficient knowledge of Microsoft Office Products, especially Word and Excel. Familiarity and comfort working with Google products, including Google Workspace and Google Drive. A willingness to learn new software and systems. Experience with ACS church accounting software is desirable but not required. 

Location: Old South Church in Boston

Contact: John Braught

Address: 645 Boylston Street Boston MA 02116

Phone: 617-536-1970

Email: Click to email

Website: www.oldsouth.org


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