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Position Title: Primarily Bookkeeper with some Administrative support

Reporting to: Office Manager and Publisher

Position Summary: The Bookkeeper is responsible for effectively managing assigned financial tasks for the organization. He/she is directly responsible for the daily record keeping activities of the financial tracking system. He/she works within guidelines, policies, and mission of the organization and will be accountable and responsible for specific projects as assigned.

Duties and Responsibilities:

Financial Accounting/Reporting:

  • Maintain financial bookkeeping systems for cash management, accounts payable, accounts receivable, credit control and petty cash.
  • Reconcile bank accounts.
  • Works with accountant making journal entries as requested.
  • Keeps up with sales commissions and ensures payment in a timely manner.
  • Works with independent contractors to ensure payment in a timely manner.

Budget Preparation:

  • Assist with the preparation of the annual budget in consultation with the publisher.
  • Stays informed of actual vs. budget and has monthly meetings with publisher regarding trends.

Office Administration:

  • Prepares and records accounts payable and cash disbursements.
  • Prepares and records accounts receivable and cash receipts.
  • Performs monthly bank reconciliations and oversees budget.
  • Prepares financial statements for owners and year-end financial audit.
  • Maintains required records, reports, and files in an organized manner.
  • Uses Quickbooks adeptly to prepare invoices and financial statements.
  • Processes accounts receivable ensuring timeliness. Makes collection calls as necessary.
  • Prepares weekly aging report on accounts receivable and reviews with Publisher.
  • Prepares accurate bank reconciliations and deposits.
  • Makes deposits as needed.
  • Administer petty cash according to established procedures.
  • Prepares checks for signature s directed.
  • Performs a weekly audit of each publication to make sure every ad has been billed.
  • Rolls and prepares separate deposit for monies collected from distribution.
  • Maintains system for credit cards and credit card machine.
  • Keeps system of collections, 30, 60, 90.
  • Handles all revenue streams and is involved in brainstorming sessions on creating new and broader revenue streams. Tracks and reports on each.
  • Answers calls regarding billing questions.
  • Perform other related duties as directed.


  • Two year degree or equivalent educational training and experience in Accounting, Commerce, or Business Management/Administration.
  • 3 to 5 years bookkeeping experience preferred.
  • Effective oral and written communication skills
  • Strong interpersonal skills, the ability to supervise and motivate volunteers and staff.
  • Strong analytical and problem solving skills.
  • Ability to work independently and as part of a team.
  • Sound computer skills including word processing, spreadsheets, database, email and Quickbooks.

Knowledge, Skills, and Abilities:

  • Knowledge of generally accepted bookkeeping/accounting principles.
  • Ability to analyze data and make recommendations based on the data .
  • Ability to continually work on streamlining the existing processes.
  • Proficiency in the use of computer programs for:  accounting, word processing, databases, spreadsheets, e-mail, internet

Personal Characteristics:  

Ethical Behavior: Understand ethical behavior and business practices and ensures own behavior and the behavior of others are consistent with these standards and aligns with the values of the organization.

Maintains Discreetness and Privacy:  Understands that the finances and practices of the business are private and are to be held to the highest standard of confidentiality. 

Relationship Building: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.

Effective Communication: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

Client Focus: Anticipate, understand and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

Leadership: Positively influence others to achieve results that are in the best interest of the organization.

Strategic Decision Making: Assess situations to determine the importance, urgency and risks and make clear decisions which are timely and in the best interests of the organization.

Organizational Skills: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities. 

Strategic Planning: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.

Problem Solving: Assess problem situations to identify causes, gather relevant information, generate possible solutions, and make recommendations and/or resolve the problem.