Bookkeeper & Accounts Payable Clerk at The Arc of… · Danville

Bookkeeper & Accounts Payable Clerk

Location: Danville, Virginia

JOB PURPOSE: Provide timely payment of bills, taxes, salaries and wages; ensure timely depositing of funds; maintain accounting records for the company; process biweekly payroll and maintain employee time records.

QUALIFICATIONS

• Associate’s Degree
• Experience in bookkeeping, accounts payable, and payroll functions
• Experience with QuickBooks or other accounting software

PREFERRED QUALIFICATIONS

• Bachelor’s Degree
• Two years of experience in bookkeeping
• One year of experience in payroll

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General Bookkeeping

• Record, classify, and maintain accurate financial transactions and routine journal entries ensuring appropriate transaction coding, documentation, and data integrity.
• Maintain organized accounting records and documentation in accordance with company policy and established retention and confidentiality requirements.
• Maintain accurate account balances, review transaction postings, and identify coding errors, duplicate entries, and other discrepancies.
• Reconcile bank statements for representative payee accounts and other assigned financial accounts; investigate and report unresolved discrepancies.
• Prepare and make biweekly deposits.
• Assist with multiple worksite reports and other Bureau of Labor and Statistics (BLS) reports.
• Record daily store sales and monthly commissions in the accounting software.
• Prepare sales tax reports and prepare tax payments for store sales.
• Assist with trial balances, account reconciliations, financial schedules, and supporting documentation for periodic financial reporting.
• Follow applicable accounting standards, financial policies, internal controls, and regulatory requirements; report irregularities or potential compliance concerns to the Finance Director.

Accounts Payable

• Receive, review, code (account and class/department), and enter vendor invoices, ensuring proper documentation, mathematical accuracy, and appropriate expense classifications.
• Identify and properly code fixed asset purchases; maintain a running list of fixed assets in the accounting system.
• Coordinate with Finance Director to accurately classify and track grant-related expenditures in accordance with established grant requirements and budgets; Track grant projects and related expenditures in the accounting system.
• Maintain accurate vendor records, including contact information, payment details, tax identification information, and required documentation.
• Prepare and process approved vendor payments, including checks, electronic transfers, recurring payments, and automatically drafted expenses.
• Match invoices to purchase orders, supporting documentation, and established authorization requirements; investigate and report discrepancies before payment.
• Review and process authorized employee expense reports, reimbursements, and other operating expenditures.
• Monitor invoice due dates, outstanding obligations, and recurring payment schedules to support timely payments and avoid unnecessary late fees.
• Maintain vendor tax documents necessary for preparation of applicable 1099 forms and filings.
• Maintain organized records of invoices, purchase orders, payment confirmations, and supporting documentation in accordance with company policy and retention requirements.

Payroll Administration

• Collect, review, and verify employee timesheets, hours worked, paid leave, holidays, and other payroll information for accurate and timely processing.
• Calculate and process payroll (wages, salaries, overtime, bonuses, reimbursements, deductions, and withholdings) in accordance with company policy and established schedules; ensure that compensation changes, exceptions, and adjustments receive appropriate authorization.
• Maintain accurate employee payroll records, including compensation rates, tax withholding elections, benefit deductions, direct deposit information, new employees, and employment status changes; process company-approved changes to employee records and compensation in the payroll software.
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  Identify and resolve payroll discrepancies, including retroactive pay, underpayments, overpayments, and replacement payments; Issue/reissue physical or replacement checks or direct deposits for payroll errors or final discharge.
• Process employee terminations in payroll software; process approved payments for final payroll.
• Administer and maintain documentation for benefit deductions, retirement contributions (401k, Health Savings Account (HSA), etc.), wage garnishments, child support payments, and other authorized payroll deductions.
• Maintain and reconcile employee leave balances, including vacation, sick leave, and other authorized paid time off.
• Record payroll-related entries in company accounting system.
• Prepare payroll summaries, benefits reports, and other requested payroll reports.
• Maintain awareness of applicable wage and hour laws, payroll tax requirements, recordkeeping standards, and organizational policies. Escalate compliance concerns to the Finance Director.
• Respond to routine payroll inquiries, provide employment verifications when authorized, and assist employees with payroll and timekeeping procedures.

COMPETENCIES:

• Must be reliable and extremely trustworthy
• Knowledge of generally accepted accounting principles (GAAP)
• Proficient with Microsoft Office Suite or related software
• Proficient with, or the ability to quickly learn, accounting, payroll, and human resource information systems (HRIS) software
• Knowledge of accounts payable principles and procedures
• Knowledge of payroll reporting requirements
• Excellent organizational skills and attention to detail

Confidentiality - Works with sensitive information daily; Routinely reviews for safety and security of sensitive information

Supervision and Accountability – Performs assigned bookkeeping, payroll , and accounts payable functions in accordance with established policies and internal controls; exercises independent judgement in routine matters while referring significant discrepancies, nonroutine transactions, compliance concerns, and matters requiring specialized accounting expertise to the Finance Director for review and approval.

Philosophy – Commitment to principles of inclusion

Professional Development – actively seeks continued learning and professional development; maintains an open mind to new views and viewpoints, works with a diverse pool of ideologies; integrates new skills and knowledge into work

Communications - Clearly expresses ideas and thoughts verbally; Clearly expresses ideas and thoughts in written form; Exhibits good listening and comprehension; Keeps others adequately informed; Selects and uses appropriate communication methods

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit for extended lengths of time and work on a computer. Must be able to lift up to 15 pounds at a time.