Employment Opportunities

//Employment Opportunities
Employment Opportunities2018-12-10T18:49:06+00:00

Bookkeeper Job Description

Position Title:             Bookkeeper

Hours:                        Part-Time (20-25 hours per week)

Salary:                        TBD

Reports to:                 Executive Director

Consults with:            Executive Director (ED), all staff, and Board Treasurer

General Purpose: To process, monitor, and provide accurate financial information for all Affiliate and ReStore related activities.


Processing Donations

  • Process donations and record in QuickBooks (QB) and Donor Perfect (DP)
  • Prepare bank deposits in a timely manner
  • Track restricted donations as appropriate in QB
  • Maintain record of in-kind donations (construction and other) in QB & DP
  • Prepare donation receipts and acknowledgement cards promptly for ED

Bill Payment and Financial Maintenance for Affiliate and Restore

  • Process all accounts payable invoices and payments, including coordinating approval by the Executive Director, ReStore Manager and Construction Manager
  • Maintain Accounts Payable files
  • Reconcile all bank accounts monthly
  • Enter into QB and reconcile Restore deposits weekly with bank receipts
  • Ensure all bank accounts have appropriate bank signers as directed by Finance Committee.

Financial Reporting

  • Prepare monthly budget versus actual reports and financial statements
  • Attend monthly Finance Committee meetings
  • Meet with Treasurer monthly to review all accounting
  • Work with auditors to provide complete information for the annual audit
  • Maintain a chart of accounts and coordinate with budget reports
  • Reconcile QuickBooks donations to database records monthly
  • Prepare annual budget with ED and staff
  • Prepare restricted profit & loss statements for specific building projects
  • Work with Construction Manager to develop and maintain a budget for each house
  • Assist Executive Director with financial segments of grant reports and applications.
  • Assist Executive Director with financial segments of Habitat for Humanity International (HFHI) and state (HFHO) reporting

Human Resources and Payroll

  • Collect and enter time sheets for bi-weekly payroll on Paychex website
  • Prepare journal entries from Paychex reports.
  • Enter tax deposits made by Paychex into QB
  • Send Paychex data for annual Federal 1096 and 1099 reports in a timely manner and communicate with subcontractors as needed
  • Assist with on-boarding of new employees

Mortgage Management Assistance

  • Record mortgage payments monthly in QB
  • Monitor mortgage payments with Family Services Coordinator/QLO, Executive Director and Treasurer
  • Assist Family Services Coordinator/QLO to correspond with Santiam Escrow regarding homeowners as needed.

Affiliate Compliance

  • Ensure various insurance policies are up to date (General liability, D&O, building, auto, workers comp, HOA, etc.)
  • Prepare annual workers’ compensation audit
  • Renew SAFE Act license annually
  • Maintain business registration with OR Secretary of State biannually
  • Assist with HFHI reporting requirements

Record Keeping

  • Maintain accurate digital and paper filing systems
  • Monitor procedures for record keeping
  • Ensure security, integrity, and confidentiality of data

Other Responsibilities

  • Manage the finances at all events
  • Monitor and maintain office supply inventory
  • Maintain books for Aspire HOA
  • Other duties as assigned

To apply for this position, please email a cover letter and your resume by December 31, 2018 to Mary Stern, mary@machabitat.org.