Job Purpose: The Bookkeeper position supports the Controller in maintaining financial records for the International Headquarters and various ministry states, while assisting with general bookkeeping functions and the preparation of state and financial documents for the ministry. The ideal candidate will have experience with QuickBooks, strong organizational and analytical skills, and the ability to work accurately in a fast-paced environment. Experience working in a nonprofit organization is preferred. The successful candidate will demonstrate a commitment to the ministry's mission, maintain confidentiality, and ensure compliance with applicable financial and regulatory requirements.
ESSENTIAL FUNCTIONS & EXPECTED OUTCOMES
1. Basic QuickBooks data entry for office and states completed efficiently and accurately.
2. Invoicing of all program supply orders accurately and timely, along with state invoices for audit fees and other invoices as defined. Communicate with Kairos volunteers regarding interministry invoices.
3. Enter all bank deposits.
4. Tracking third party giving options.
5. Manage Facebook Fundraiser campaigns and ensure reporting is accurate in Quickbooks.
6. Enter vendor invoices in QuickBooks and cut checks.
7. Enter and reconcile International Office’s credit card charges and statements to supplied receipts ascertaining payments are made on time.
8. Review and process staff expense reports ensure proper documentation of expenses.
9. Preparation of cash flow statement for Kairos weekly (Thursday).
10. Manage invoices and payments (including Annual Conference), and all documents related while ensuring timely payments, along with various office administration and financial management.
- Manage and process state annual reports, registrations, and tax exemption filings, ensuring accuracy, compliance, and timely submission across all ministry locations.
- Establish and maintain/update Standard Operating Procedures (SOP) for your job responsibilities.
13. Enter all inventory invoices and billing to correspond to orders. Assist with reconciling item inventory.
14. Maintain monthly binders (deposits, external/internal)
15. Assist with preparation of 1099’s for prior Calendar Year by January 31.
16. Other functions as deemed necessary to serve the needs of the Ministry.
SECONDARY FUNCTIONS
1. Basic file management for accurate record keeping and ensuring documents kept by IRS standards. Knowledgeable on ECFA, GAAP, and IRS rules for file maintenance, bookkeeping, and overall recordkeeping to keep us within proper guidelines.
2. Assist in preparing audit documentation annually.
3. Assist with any/all other administrative and financial office duties as needed and as back up for supply ordering as needed.
4. Keeps up-to-date on information and technology affecting functional area(s) to increase innovation and ensure compliance.
5. Personally represent, promote and support Kairos Prison Ministry.
6. Create an environment of teamwork, accountability and professionalism within the office team and volunteer groups.
7. Work in concert with the other Kairos staff to foster and create efficiencies and effectiveness.
8. Participate in Kairos Staff Meetings, helping to achieve team solutions, leveraging all human and financial resources to achieve our mutual goals to fulfill our mission and glorify God.
PERFORMANCE FACTORS
1. Attendance and Dependability:
Consistently reports to work as scheduled and maintains reliable attendance. Completes assignments in a timely, accurate, and thorough manner and demonstrates accountability for responsibilities and deadlines.
2. Communication:
Communicates effectively and professionally, both verbally and in writing, with supervisors, colleagues, volunteers, vendors, and other individuals associated with the organization.
3. Interpersonal Relationships:
Works collaboratively and maintains positive, professional relationships with supervisors, colleagues, volunteers, and others. Demonstrates respect, teamwork, and a commitment to fostering a constructive work environment.
4. Attention to Detail:
Ensures the accuracy, timeliness, and completeness of financial records, reports, and documentation. Consistently reviews work for errors and follows established procedures to maintain high-quality standards.
5. Flexibility and Positive Attitude:
Maintains a positive, cooperative, and service-oriented attitude when assigned additional duties or special projects related to bookkeeping, accounting, administrative support, or other ministry-related responsibilities as needed.
QUALIFICATIONS
· QuickBooks and Excel experience and ability to learn.
· Excellent computer skills with proficiency in Microsoft Office software with ability to use all systems efficiently.
· Individual will possess strong administrative, organizing and analytical skills; strong customer-service orientation; excellent communications. Position requires the ability to work independently and as a team player.
· Strong Christian individual who has desire to work full time in ministry and serve with others. Full agreement with Kairos Statement of Faith and conducting self in biblical manner.
Environment and Conditions:
Office is located in a one-story office building near Orlando, Florida. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other staff members and customers. Position requires occasional heavy lifting of boxes, up to 40 pounds. Filing in lateral and upright file cabinets is necessary.
Disclaimer
The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.
Benefits:
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
