Bookkeeper

Job Description

Responsible for the timely and accurate processing of vouchering and accounts payable for the City Fund. As a result the Transportation & Crisis Response Program are able to efficiently accomplish their tasks and responsibilities. Additionally, the Bookkeeper functions is a back-up in the areas of payroll, administrative office purchasing, fiscal processes forms distribution, general duties, and manager support.

POSITION TITLE : Bookkeeper

LOCATION : North & Central Illinois Division /  Shield of Hope / Emergency Homeless Services

REPORTS TO : Program Director of Homeless Services

FLSA CATEGORY : Non-Exempt

STATUS TYPE : Full-Time

The Bookkeeper provides support to service delivery to the homeless population as part of the homeless services team. This individual works rotating shift assignments in accordance with maintaining an operational 24-hour facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers.
• Obtain approval on all invoices from Transportation & Crisis Response Program Directors and / or other authorized individuals.
• Ensure proper account distribution for expenses.
• Enter invoices into the Shelby accounting system
• File check copies and paid invoices for program record keeping
• Respond to all inquiries regarding outstanding invoices.
• Request invoice copies or W-9 forms from vendors as needed.
• Assist with internal and external audits by preparing, responses, reconciliations and work papers supported by adequate documentation as requested.
• Assist with researching or resolving questions from vendors, department directors and Program directors as requested.
• Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office.
• Review coding for monthly expenses and money orders to finance office.
• Collects records and code site money orders for the finance office.
• Work collaboratively with the Director of Homeless Services to develop Homeless Services budget applications, contracts, budget revisions, and budget amendments.
• Work collaboratively with Transportation & Crisis Response Program Managers and Shield of Hope Director in the development of department budget submissions to funding agencies and the DHQ Finance Department.
• Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director of Homeless Services.
• Tracks the receipt of funds from funding sources to assure sound fund balance, prevent overspending, determine when revisions are warranted and informs the Director of Homeless Services of any untimely reimbursements. (before September 15th for all Homeless Services budgets final submission date, although extension may be requested.
• Participates as a member of the Homeless Services Management Team and communicate with staff and contacts including The Divisional Finance Department.
• Oversees Human Resources operations with support from the Program Directors / Manager(s) : Coordinates with all members of the management team to plan, support and monitor Shield of Hope and Transportation & Crisis Response Programs.Assists with budget review. Makes appropriate suggestions for expenditures and / or changes.
• Assists with developing and maintaining good staff relationships.
• Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through : Identification of own training needs.Participation in training sessions.Enrollment in workshop / college courses.
• Adhere to all Human Resources policies.
• All other duties as assigned.

EDUCATION / EXPERIENCE

COMPETENCIES

PHYSICAL DEMANDS / WORK ENVIRONMENT