Job Title: Bookkeeper

Reports to: Director of Finance Date: 3/14/2024

Supervises: None

Status: Hourly 24-32 hours per week (flexible day hours) Non-Exempt

Purpose of Position:

The Bookkeeper participates in the administration of Annunciation Monastery by entering data, printing checks, depositing income, reviewing medical invoices and health insurance coverages, making journal entries, and payroll processing/maintenance.

Responsibilities:

Demonstrates qualities related to the mission of Annunciation Monastery as outlined in the Employee Handbook: in the spirit of St. Benedict and St. Scholastica maintaining an atmosphere of prayer and Christian service and respecting all persons while extending courteous hospitality to guests.

Accounting

Maintains and operates the computerized accounting system according to sound accounting principles and Monastery business policies:

o Prepare and record bank deposits

o Prepare all checks for disbursement including checking for correct codes and proper authorization

o Monitors a number of electronic statements and accounts, including collecting and coding credit card receipts

o Monitors bank/credit card accounts online

o Orders varies supplies online and assists Sisters in completion of this task

o Maintain all vendor files

o Prepare billing invoices as needed

o Reconcile donations per Results+ to the general ledger on a monthly basis

o Record and enter journal entries

o Prepare Sales & Use Tax returns as required for Gift Shop sales and purchases

o Maintains petty cash for Monastery as well as spending cash for individual Sisters.

Health Insurance Coverage

Maintains current understanding of the coverage provided by the various health insurance programs covering the sisters medical expenses to assure correct coverage before balances are paid.

Payroll

Performs the payroll functions:

o Prepare semimonthly payroll including entering of time sheets, pay rate changes, new hires etc. and transfer to Payroll Provider

o Prepares Monthly sisters payroll for social security purposes and provides changes as needed to Payroll Provider

o Verifies and approves payroll data provided by Payroll Provider and makes appropriate journal entries.

o Maintains paid time off (PTO) files

Record Keeping

Maintains an effective record keeping system as needed:

o Files check stubs with documentation

o Files bank deposits with documentation

o Scans documents into computerized accounting system

o Files documents, correspondence, insurance records and other materials as needed to support the system

o Ensures proper record retention

General

Complies with policies as outlined in the Employee Handbook

Provides coverage at Monastery front desk as needed

Other duties as assigned

Critical Working Relationships:

Works under the direction and supervision of the Director of Finance

Cooperates with Administrative Staff consisting of the Prioress, Treasurer, Subprioress, and Secretary.

Both payroll and accounts payable checks require approval by Treasurer or the Director of Finance.

Interacts with Sisters including those living away from the Monastery

Educational/Experience Requirements:

Bachelors or Associates Degree in Accounting or Business Administration with an emphasis in Accounting or Computers is preferred.

Position may be filled with a person with a high school diploma with (2+ years) of work experience in computerized accounting.

Skills Required:

Ability to utilize computer knowledge and technology to input and access data, maintain records, generate reports within a cloud-based computer network. Software includes: Sage Accounting, Excel, Word, Outlook, and Internet Explorer including utilizing internet based vendor systems.

Use of Basic office equipment such as computer, calculator, copier, fax, etc.