Bookkeeper

Department:
Finance

Reports To:

Director of Finance & Administration
Status:
Full-Time / Non-Exempt

Location:

Arlington, VA
Pay Rate: $28.00 per hour

Summary

The Bookkeeper plays a mission-critical role in ensuring the accuracy, integrity, and timeliness of AWLA’s financial operations. This position is responsible for managing accounts payable, accounts receivable, cash handling, vendor coordination and maintaining financial documentation.

The Bookkeeper is a key steward of AWLA’s financial health and must uphold strict internal controls, follow established policies, and ensure compliance across the organization. This role requires exceptional attention to detail, accuracy, and accountability, as even small errors can impact operations, audits, and compliance.

Essential Responsibilities Accounts Payable

• Review all invoices for accuracy, coding, and proper authorization before entry.
• Enter invoices into Quick Books Online with 100% accuracy and within established timelines.
• Prepare and process payments (checks, EFT, ACH) following AWLA’s approval workflows.
• Maintain up-to-date vendor files including W9s, contracts, and payment histories.
• Serve as primary point of contact for all vendor issues or discrepancies.
• Assist the organization in transitioning from a paper based to electronic approval and filing system

Accounts Receivable

• Prepare and make deposits daily or as scheduled.
• Communicate with Development on donation entries, corrections, and reconciliation needs.

Cash Handling & Credit Card Management

• Monitor and verify daily front desk cash operations, ensuring compliance with AWLA policies.
• Follow strict internal controls for cash counting, logging, safekeeping, and deposit readiness.
• Process and pay employee credit card statements a minimum of two days before the due date.
• Track credit card usage of company issued cards, collect receipts and invoicing for use, ensure card usage policy compliance and that statements are coded accurately in Quick Books Online.
• Escalate missing receipts or policy violations within 24 hours.

Financial Reporting & Analysis

• Generate accurate reports including:
  • AP aging
  • AR logs
  • Cash receipts
  • Cash expenditures
• Support the Director of Finance with monthly close tasks and reconciliation schedules.

Audit & Compliance

• Support preparation for the annual audit and Form 990 by assembling required schedules and documentation.
• Maintain organized audit-ready files at all times, including electronic and paper systems.
• Follow GAAP accounting standards and AWLA’s financial procedures along with policies.

Cross Department Collaboration

• Enter, track, and reconcile all incoming funds including adoption fees, donations, grants, and program revenue.
• Collaborate with Development to reconcile donations and restricted funds monthly.
• Provide guidance to staff on reimbursements, proper invoice & receipt procedures, and financial policies.
• Ensure policies are followed consistently and elevate non-compliance when required.

Internal Control Responsibilities

• Adhere to all financial policies without exception.
• Safeguard all financial information, cash, credit cards and sensitive documents.
• Immediately report errors, discrepancies, or concerns to the Director of Finance.
• Maintain high ethical standards and confidentiality.

Required Qualifications

• 5 years’ professional experience, ideally at least 2 years of non-profit bookkeeping or accounting.
• Bachelor’s degree in accounting, finance, or related field or equivalent experience.
• Strong understanding of AP, AR, and general ledger accounting.
• Quick Books Online expertise required.
• Proficiency in Excel (pivot tables, VLOOKUP, reconciliation tools).
• Strong analytical and problem-solving skills, with the ability to work independently, prioritize tasks and manage time effectively.
• Proven accuracy and ability to manage detailed financial data.
• Ability to meet deadlines consistently and manage competing priorities.
• Strong communication skills for working with staff, vendors, and auditors.
• High level of integrity and discretion with confidential information.

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