Bookkeeper/Administrative Assistant

Reports To: Executive Director Employment Type: Full-time, In-Office Pay Range: $30.00 to $35.00 per hour Position Description The Bookkeeper is responsible for maintaining accurate and timely financial records for Oaks of Hebron and supporting the organization's day-to-day accounting and administrative functions. This position performs accounts payable, accounts receivable, bank reconciliations, invoicing, financial recordkeeping, and supply and inventory management. The Bookkeeper works closely with the Executive Director and other members of the leadership team to ensure financial transactions are properly recorded, payments and receivables are processed promptly, records are organized and audit-ready, and financial information is accurate and available when needed. This is an in-office position and is not eligible for remote work. Responsibilities Review, verify, and process bills and invoices for payment. Schedule payments to vendors and other parties to ensure obligations are paid accurately and on time. Maintain complete and organized accounts payable records. Communicate with vendors regarding invoices, payment questions, discrepancies, and account issues. Reconcile bank and other financial accounts with internal accounting records. Research and resolve discrepancies identified during reconciliations. Accurately enter financial transactions and reconciliation adjustments into the accounting system. Maintain accurate and current general ledger records. Generate invoices for services and other amounts due to the organization. Record and track accounts receivable and payments received. Follow up on outstanding receivables and past-due accounts as appropriate. Maintain organized records of invoices, payments, receivables, and supporting documentation. Assist leadership with resolving billing and collection issues. Prepare routine financial reports and information for review by the CFO and leadership. Assist with preparation of financial records and documentation for audits, tax filings, and other reporting requirements. Maintain financial records in accordance with organizational policies and generally accepted accounting practices. Track office and organizational supply inventory. Order supplies in a timely and cost-effective manner. Maintain organized supply storage and inventory records. Monitor supply usage and anticipate future needs to minimize shortages, unnecessary purchases, and waste. Maintain confidentiality of financial, employee, client, donor, and organizational information. Respond to internal requests for financial information in a timely and professional manner. Maintain regular and reliable attendance. Attend required meetings and training. Follow Oaks of Hebron policies and procedures. Represent Oaks of Hebron's mission and values with professionalism, integrity, and respect in all interactions. Other duties as assigned. Key Result Areas (KRAs) Reviews and processes all bills and invoices promptly and accurately. Schedules and tracks outgoing payments to avoid missed deadlines, late fees, or duplicate payments. Maintains complete and organized payment records for audits and reporting. Communicates clearly and professionally with vendors regarding billing questions and discrepancies. Reconciles bank statements with internal accounting records accurately and on schedule. Identifies and resolves discrepancies promptly. Updates the accounting system accurately with reconciliation outcomes and necessary adjustments. Maintains financial records that are accurate, current, organized, and audit-ready. Prepares accurate and timely financial reports for leadership review. Generates and sends invoices promptly for services rendered and other amounts due. Accurately records and tracks outstanding receivables. Follows up on outstanding balances in a timely and professional manner. Maintains organized records of outgoing invoices, payments received, and outstanding balances. Works with leadership to identify and resol…

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