BOOKKEEPER JOB DESCRIPTION

Vashon Wilderness Program is hiring a part-time Bookkeeper to maintain accurate financial records for the organization, including the day-to-day management of financial transactions, payroll processing, and financial reporting. The ideal candidate will have a strong understanding of accounting principles, attention to detail, and a commitment to the mission of VWP.

Responsibilities:

  • Bookkeeping: 

    • manage VWP Quickbooks chart of accounts, categories, reports, payroll, Accounts Payable and Accounts Receivable

    • optimize and streamline accounting procedures in compliance with VWP accounting best practices

    • manage funds ear-marked for Equitable Access Funds and Salish Sea Funds

    • maintain bookkeeping records and bank account reconciliations

    • maintain regular backups of Quickbooks company file

    • share US Bank statements online for Executive Director (ED) reconciliation each month

    • reconcile investment accounts, tracking interest income and note fluctuations in value in QB (on a monthly/quarterly basis)

    • assist ED and Treasurer in preparation of federal IRS 990 and WA State SOS forms

    • prepare and file state DOR B&O taxes quarterly

    • support and inform all constituents in Bookkeeper Ops Workflow matrix as needed

  • Accounts Payable and Receivable: 

    • create and email quarterly and annual invoices for VWP programs

    • devise and track payment plans for families as needed

    • coordinate invoicing and payment with Family Link and other school district tuition subsidy programs as needed

    • email tuition reminders and receive funds for the VWP program

    • manage outstanding accounts receivable from participating families

    • make and record bank deposits 

    • pay bills and invoices as authorized by the ED 

    • reimburse expenses as authorized by the ED

    • keep receipts and records coded by program expense  

    • issue refunds for cancellations in accordance with VWP policy

    • reconcile monthly credit card charges with ED, and pay credit card bill

  • Payroll: 

    • pay monthly VWP Administrators, Mentors, Contractors, guest instructors, and Bookkeeper per ED’s monthly payroll authorization 

    • ensure all withholdings and payroll related payments required by law are deducted and filed on time 

    • code all relevant payroll expenses by program per ED authorization

    • issue W-2s and 1099s 

  • Budgets: 

    • reconcile budgets

    • provide revenue and expense reconciliation reports by program each month as requested 

    • assist ED and PD in preparing new program budgets, as needed 

    • provide ED, PD and Treasurer with budget reports at the end of each quarter, and as requested

    • prepare Profit/Loss, Program Budgets, and Year End reports for grant submission as requested by ED and tailored to specific funders requirements

    • prepare financial reporting data for the Annual Report

  • Donations:  

    • record all donations received in QB, track various fundraising campaign income, and provide to the ED and Board current reports on donor information 

    • within 3 days of receipt, send notice of all donations received to the ED for processing; 

    • reconcile donor reports

    • manage fundraising platform for annual VWP event

    • track and report grant spending when applicable

  • Equitable Access Funds/Salish Sea Funds: 

    • allocate EAF/SSF funds per the ED’s directive

    • maintain EAF/SSF award records

    • coordinate with VWP Administrative Coordinator to notify families of EAF/SSF determinations

  • Communication: 

    • liaison with ED, PD and Treasurer regarding all financial matters concerning VWP

    • provide financial reports to ED two weeks in advance of Board meetings or upon request

  • Confidentiality: 

    • maintain confidentiality regarding VWP donors, EAF/SSF requests allocations, and pay structures for all VWP personnel and mentors

  • Cultural Values:  

    • uphold the VWP Cultural Values while carrying out all duties listed herein

Qualifications

  • Proven experience as a bookkeeper, preferably in a non-profit organization

  • Proficiency in accounting software (e.g., QuickBooks) and Google Suite (particularly spreadsheets)

  • Solid understanding of bookkeeping and accounting principles

  • Experience with payroll processing

  • Strong attention to detail and organizational skills

  • Excellent communication and interpersonal skills

  • Ability to handle confidential information with integrity

  • High school diploma required; associate's or bachelor's degree in accounting or related field preferred

  • Knowledge of non-profit accounting standards and practices is a plus

  • Experience with Little Green Light or other CRM software preferred

Working Conditions

  • This position is part-time and hours vary seasonally depending on the needs of the organization

  • Flexible work schedule with the possibility of remote work arrangements

  • Occasional evening or weekend work may be required for events or deadlines

Location

VWP is located on Vashon Island. We strongly encourage applications from candidates who reside on Vashon due to the convenience of commuting and the ability to attend in-person meetings readily. There is potential for a hybrid work arrangement which will be determined based on job performance, organization needs, and mutual agreement.

Compensation

The fixed annual salary is $14,000.00 paid monthly over the 10-month timeframe (September 1-June 30). The anticipated hours of effort is up to 400 hours (for budgeting purposes only) at an hourly equivalent of $35/hour. Average number of hours per week is 10, and will vary seasonally.

Application Procedure

Interested candidates should complete our online VWP Bookkeeper Employment Application. Applications will be reviewed on a rolling basis until the position is filled.

The position start is September 1st, 2024.

Anti Discrimination Statement

VWP works to create a welcoming, inclusive community where all individuals feel a sense of belonging. Discrimination and harassment in any form have no place in our organization, programs, activities, or interactions.

We encourage applicants from all backgrounds to apply, including people of diverse races, ethnicities, religions, languages, abilities, gender identities, sexual orientations, and ages even if you believe you do not meet all of the desired qualifications.