Position Summary: The Bookkeeper is responsible for managing financial transactions, ensuring accurate record-keeping, and supporting financial processes within the organization. Key responsibilities include processing Tocqueville and Builder pledges, scanning major gift pledge cards, monitoring campaign results, posting stock transactions, preparing IRA letters, managing PAC payments, running pledge reminders, and serving as the point person for major gifts communication. Additionally, the role involves overseeing pledge receivables, collection services, and providing excellent customer service.

Responsibilities      

Major Gifts Administration

• Process all Tocqueville and Builder pledges & payments including matches
• Scan all Major Gift pledge cards and attach to donor accounts in Andar
• Monitor Campaign Results mailbox for Tocqueville and Builder pledges received on Epledge companies requiring manual entry.
• Post stock transactions and prepare MIP deposit entries for all associated stock deposits received via check and EFT
• Post IRA transactions and prepare associated IRA letters for all Campaigns in Andar
• Post PAC payments and associated matches for all Campaigns in Andar
• Run pledge reminders for Tocqueville donors by the 5th of the month
• Prepare Tocqueville Tax Receipts with Accounts Receivable Director
• Point person for major gifts communication

Pledge Receivable Administration

• Back up for sorting checks from daily mail by type for posting
• Proof & close daily cash envelopes to ensure proper application
• Proof & close EFT & credit card envelopes

Collection Services

• Monthly/Quarterly review of receivables for appropriate collection activity
• Preparation of collection schedules for Top 100 Corporate & Payroll Pledge Receivables
• Preparation of 2 year ago collection schedules and associated write offs
• Maintain receivables within the allowance for pledge loss by campaign year
• Process all returned checks
• Assist in collections on Corporate Sponsorships and Events
• Credit Balance reports and payment application corrections
• Approve pledge reminders/ AR statements monthly before processing
• Prepare Bi-Monthly PayPal Transaction entry in MIP and post transactions in Andar
• Update W-9 and ACH information for companies

Customer Service

• Point person for internal and external e-mails and phone calls
• Check AR Mailbox daily and answer emails
• Route e-mails and phone calls to the appropriate AR staff person
• Research and make necessary changes to donor accounts in Andar database

Designation Administration (Annual Campaign)

• Quarterly, yearly, and special distributions and associated payout reports
• Set up new agencies in Andar & MIP
• Maintain donor choice structure in Andar
• Research stale dated designation checks for AP and take appropriate action

Annual Campaign Processing

• Financial Processor during campaign
• Validate pledge packets to identify/prevent duplicate pledge reporting
• Batch non-cash envelope payroll pledges to be detailed by temporary staff
• Assist in proofing of non-cash envelopes
• Sort resumes and assist Accounts Receivable Director in interviewing Campaign Processing temporary staff
• Prepare Daily Cash /Mail Distribution of MOW and prepare deposits
• Scan all envelopes for myself and Accounts Receivable Director
• Responsible for departmental correspondence as needed
• Back up other AR Bookkeepers on daily duties
• Other duties as assigned

Qualifications

Knowledge & Skills

Thorough working knowledge of Excel spreadsheets; Proficient in use of 10-key calculator; Effective oral and written communication skills; multi-task oriented; team player; takes initiative; great organizational skills.

Education

BS in Accounting, Finance or Business preferred.

Experience

Four to five years of accounting experience.

Working Conditions:

Normal office environment with occasional overtime.

Other: Must have valid driver’s license and reliable transportation.