Bookkeeper

Bookkeeper / Program & Event Support

FIREFIGHTERS BURN INSTITUTE

Overview

The Bookkeeper is responsible for the overall accounting of cash, donations, banking, and investments for the Firefighters Burn Institute (FFBI). Responsibilities include a range of general accounting activities including payroll, accounts payable, accounts receivable, general journal entries, cost allocation, preparing financial statements and board reports, balancing/reconciling accounts monthly, maintaining and reconciling petty cash, preparing quarterly sales tax reports, annual raffle reports, business property statements, annual workers compensation reports and other annual reports, preparing bank deposits, 1099s, and working with CPA on year-end closure and the 990 tax form.

Additional duties include maintaining a donor database, preparing thank you letters/cards and grant writing. Approximately 24–30 hours per week are dedicated to these core duties, with the balance of the 40-hour work week focused on program and event support.

Program and Event Support

Program and Event Support responsibilities include securing raffle and auction donations, creating and distributing newsletters through Constant Contact, and managing seasonal donation campaigns (summer and winter) via both Constant Contact and traditional mail. This role also involves organizing and scheduling volunteers for community outreach and tabling events. Additional duties include coordinating travel arrangements for burn survivors attending Firefighters Kids Camp and Little Heroes Family Burn Camp, including booking flights and arranging ground transportation.

Responsibilities

• Record and maintain daily financial transactions in accordance with GAAP and non-profit accounting principles.
• Manage accounts payable/receivable, including tracking donations, grants, and restricted funds.
• Reconcile bank, credit card, and investment accounts monthly.
• Process bi-weekly employee payroll.
• Prepare miscellaneous journal entries.
• Track and maintain donor databases (Quick Books, Constant Contact & Mail Campaigns).
• Work closely with CPA firm on documents required for annual audit and 990 tax return.
• Prepare and submit employee Simple IRA contributions.
• Compose & mail thank you letters for donations, sponsor ships & in-kind contributions.
• Prepare & distribute annual 1099s and sales tax returns.
• Prepare and submit annual business property statement.
• Prepare and submit annual registration/renewal report for Registry of Charitable Trusts Raffle Program (CTNRP1, CTNRP2 & RRF-1).
• Work with FFBI’s management staff to develop and monitor FFBI’s annual budget.
• Prepare and submit monthly/quarterly financial reports to Management and the Board of Directors.
• Manage FFBI’s Boot Drive Counting Room.
• Assist with grant research, writing and tracking.
• Track and maintain petty cash.
• Renew insurance policies, liability, D&O, auto and workers’ compensation.
• Maintain current mailing lists for electronic and hard copy mailings.
• Solisit raffle and silent auction items for all fundraisers and arrange pickups.
• Assist Program Manager with booking flights and transportation for camps.
• Oversee bi-annual mail campaigns.
• Create & distribute semi-monthly e-newsletter.
• Order general office supplies.
• Assist with FFBI programs, events and special projects as needed.
• Other duties will be assigned as required.

Qualifications and job requirements

Qualified applicants will be required to pass a criminal background check, including fingerprints; and have a valid California driver’s license with good driver history and proof of current auto insurance. This position requires some work to be performed outside regular business hours, including occasional evenings and weekends.

Experience, Skills and Characteristics

• Non-profit experience preferred.
• A minimum of 2+ years’ experience working in a bookkeeping or accounting position directly related to the duties and responsibilities specified, preferably with an educational background in accounting and experience in the non-profit sector.
• Advanced hands-on experience with Quick Books accounting software is required.
• Proficient with Microsoft Office 365 including Outlook and Excel.
• Working knowledge of…