Bookkeeper

Position Summary: The Bookkeeper plays a vital role in the financial health and transparency of the Parris Island Heritage Foundation. This individual is responsible for maintaining accurate and up-to-date financial records, managing daily financial transactions, and supporting the financial reporting needs of the organization. The Bookkeeper will work closely with the Board Treasurer and other leadership to ensure compliance with all accounting principles and regulatory requirements for non-profit organizations.

Key Responsibilities:

• Financial Record Keeping:

  • Record and categorize all financial transactions accurately and promptly, including income (donations, grants, memberships, gift shop sales) and expenses.

  • Maintain the general ledger, ensuring all accounts are balanced and reconciled.

  • Manage and organize all financial documents, receipts, and records.

• Accounts Payable & Receivable:

  • Process and track all accounts payable (bills, invoices from vendors, operational expenses).

  • Prepare and issue checks or manage electronic payments in a timely manner.

  • Assist with accounts receivable, including tracking and recording incoming payments and managing invoices for any services provided by the Foundation.

• Bank & Credit Card Reconciliation:

  • Perform regular (e.g., monthly) reconciliation of all bank accounts and credit card statements to ensure accuracy and identify any discrepancies.

• Payroll Processing (if applicable):

  • Process payroll for employees and/or stipends for contractors, ensuring accurate calculations, timely payments, and compliance with relevant tax regulations (if this function is not outsourced).

• Budget Support:

  • Assist in tracking income and expenses against the approved budget.

  • Report on any variances between actuals and budgeted amounts.

  • Provide support in the preparation of future budgets.

• Financial Reporting Assistance:

  • Prepare basic financial reports as requested, such as income statements (profit & loss), balance sheets, and cash flow statements, for internal review by the Board Treasurer and Executive Director.

  • Generate reports for specific grants or donor requirements as needed.

• Grant Compliance:

  • Track and document expenditures related to specific grants, ensuring compliance with grant agreements and reporting requirements.

• Donor Management Support:

  • Maintain accurate records of donor contributions and pledges.

  • Collaborate with development staff to ensure the timely and accurate generation of donor acknowledgments and receipts.

• Audit & Compliance:

  • Provide necessary documentation and support to external auditors during annual audits.

  • Ensure all bookkeeping practices comply with generally accepted accounting principles (GAAP) for non-profits and relevant IRS regulations (e.g., Form 990 preparation support).

  • Assist with the generation of 1099 forms for contractors.

• Internal Controls:

  • Adhere to and assist in maintaining sound financial policies and procedures to ensure strong internal controls and financial accountability.