Part Time Bookkeeper

Job Description

Job Description

Job Summary

We are seeking a detail-oriented bookkeeper with grant accounting experience to join our non-profit team. In this role, you will maintain accurate financial records, manage grant-related expense allocations, and ensure compliance with both organizational policies and grant requirements. Working closely with the Executive Director, you will be responsible for tracking and categorizing expenses across multiple funding sources, preparing quarterly, mid-year, and annual financial reports for grantors, and maintaining our books in QuickBooks Online. The ideal candidate has strong experience with fund accounting, grant budget management, and a thorough understanding of best practices in nonprofit or grant-funded accounting.

Responsibilities

Financial Record Management

• Enter and verify financial transactions in QuickBooks Online with accuracy and timeliness
• Maintain chart of accounts organized by funding sources and program activities
• Prepare monthly trial balances and reconciliations

Grant Accounting & Expense Allocation

• Allocate expenses accurately across multiple grants and funding sources
• Track and monitor grant budgets to ensure expenses align with approved budget categories
• Create and maintain expense allocation schedules for shared costs (personnel, administrative, facilities)
• Ensure compliance with grant terms, conditions, and allowable cost requirements
• Collaborate with the Executive Director and Director of Programs to review grant expenditures and budget utilization
• Generate grant-specific financial reports for quarterly, mid-year, and annual reporting cycles
• Prepare financial narratives and budget-to-actual analyses for grantor submissions
• Support the Executive Director and Director of Programs in preparing comprehensive financial reports for funders

General Accounting Functions

• Process accounts payable and accounts receivable
• Analyze budgets and variance reports
• Prepare and maintain financial documentation for audits
• Complete required tax forms and regulatory filings

Qualifications

Required:

• Bachelor's degree in accounting, finance, or related field (or equivalent experience)
• 2+ years of bookkeeping or accounting experience, preferably in nonprofit or grant-funded environment
• Proficiency in QuickBooks Online (experience with class tracking, projects, and multi-fund reporting)
• Strong understanding of grant expense allocation and fund accounting principles
• Demonstrated experience preparing financial reports for external stakeholders and grantors
• Knowledge of generally accepted accounting principles (GAAP)
• Advanced Microsoft Excel skills (pivot tables, VLOOKUP, financial modeling)
• Excellent attention to detail and accuracy in financial record-keeping
• Strong organizational and time management abilities, with ability to meet quarterly and annual reporting deadlines
• Effective written and verbal communication skills for cross-departmental collaboration
• Ability to translate financial data into clear, accessible reports for non-financial audiences

Preferred:

• Experience with federal grants (OMB Uniform Guidance/2 CFR 200)
• Familiarity with cost allocation methodologies and indirect cost rates
• Experience preparing financial reports for foundation or government grantors
• Knowledge of nonprofit accounting standards
• Previous experience supporting executive leadership with grant reporting