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Senior Bookkeeping Specialist

2 months ago

New York, New York, United States Home Life Services Inc. Full time
Job Overview

Position Title: Senior Bookkeeping Specialist
Reports To: Contracts & Budgets Manager
Department: Administration
Employment Status: Full-Time
FLSA Status: Exempt
Position Status: Essential

GENERAL JOB OVERVIEW
The Senior Bookkeeping Specialist will play a crucial role in overseeing all financial operations in compliance with federal accounting standards and the stipulations set by the Department of Homeless Services.

KEY RESPONSIBILITIES

  • Assist the Contracts and Budgets Manager in tracking the overall financial plan for all locations.
  • Identify supply requirements and investigate potential suppliers while evaluating product samples.
  • Conduct thorough research to discover potential vendors and suppliers for various necessary products and services.
  • Collect pricing data from different vendors to compare costs and negotiate advantageous pricing agreements.
  • Maintain precise records of vendor details, pricing information, and market research outcomes.
  • Support inventory management efforts.
  • Review purchase orders before submission for approval.
  • Investigate and confirm the delivery/completion of outstanding invoices across all entities.
  • Perform basic administrative tasks, including answering phones, responding to emails, processing mail, and filing.
  • Oversee the financial records, including the QuickBooks accounts for multiple entities.
  • Manage the accounts payable process, including vendor invoices, payments, and data entry into QuickBooks.
  • Ensure accurate recording of all entries in QuickBooks.
  • Monitor and track all auto-pay utilities to ensure timely payments and proper documentation is uploaded in QuickBooks.
  • Investigate any discrepancies or issues raised by vendors regarding outstanding invoices or payment errors.
  • Maintain consistent communication with accounts receivable representatives from all vendors.
  • Track 1099 payments made to vendors.
  • Document monthly expense invoices to the Department of Homeless Services.
  • Oversee the monthly auditing of invoices for the Department of Homeless Services, including communication with their representatives and uploading necessary documentation.
  • Assist with bi-weekly payroll processing for all companies.
  • Ensure regular updates and maintenance of the payroll system, verifying that all employee information is accurate.
  • Process employee terminations in the payroll system.
  • Complete additional tasks as required to support the Finance Department.
  • Must be available to report to work as scheduled during emergencies (essential employee).

SKILLS AND QUALIFICATIONS

  • Exceptional written and verbal communication skills.
  • Payroll Certification is preferred.
  • Strong attention to detail.
  • Proficient in QuickBooks and Microsoft Office Suite.
  • Bachelor's Degree in Accounting or Finance is required.