Position Summary
The Bookkeeper & Payroll Administrator is responsible for maintaining the financial records and payroll operations of Beefmaster Breeders United (BBU) and the Beefmaster Educational Endowment Foundation (BEEF). This position ensures accurate and timely recording of financial transactions, administration of payroll and employee benefits, management of accounts payable and receivable, and compliance with applicable financial and employment regulations.
The Bookkeeper & Payroll Administrator serves as a key member of the administrative team and works closely with the Executive Vice President, staff, accountants, auditors, financial institutions, payroll providers, and benefit administrators to ensure sound financial stewardship and operational excellence throughout the organization.
Essential Duties and Responsibilities
Financial Management
- Maintain accurate and complete financial records in accordance with generally accepted accounting principles (GAAP).
- Process and record accounts payable and accounts receivable transactions.
- Reconcile bank accounts, credit card accounts, investment accounts, and other financial records on a regular basis.
- Prepare and process deposits, invoices, payments, and journal entries.
- Monitor cash flow and provide regular updates to the EVP.
- Assist with annual budget preparation, forecasting, and financial planning.
- Track and reconcile restricted and designated funds as directed.
- Assist in monitoring investments, endowments, and reserve accounts and maintain supporting financial records.
- Maintain and improve financial procedures, controls, and reporting systems to support organizational efficiency and accountability.
Payroll Administration and Human Resources Support
- Administer all payroll functions for BBU.
- Ensure accurate and timely processing of employee payroll, including salaries, wages, reimbursements, bonuses, commissions, and other compensation.
- Maintain payroll records and employee earnings information in compliance with federal, state, and local regulations.
- Coordinate payroll tax reporting, withholding, and remittance requirements.
- Prepare and reconcile payroll-related reports, including quarterly and annual filings.
- Manage employee benefit deductions and coordinate with benefit providers regarding payroll-related matters.
- Maintain records related to employee leave balances, paid time off, and other payroll-related benefits.
- Coordinate with the EVP and external payroll providers to ensure compliance with employment laws and organizational policies.
- Assist with annual preparation of W-2s, 1099s, and other required payroll and tax documentation.
- Support onboarding and offboarding processes by ensuring accurate payroll and benefit setup or termination.
- Maintain confidentiality of all employee compensation, benefit, and personnel information.
- Provide payroll-related support and assistance to employees as needed.
Reporting and Compliance
- Prepare monthly financial statements and reports for management review.
- Assist in the preparation of financial reports for the Board of Directors, committees, and affiliated organizations.
- Coordinate with external accountants, auditors, and tax professionals during audits and annual filings.
- Maintain documentation necessary for regulatory compliance and organizational record retention.
- Support preparation of IRS and state reporting requirements applicable to nonprofit organizations and foundations.
- Assist with annual audit preparation and implementation of auditor recommendations.
- Ensure compliance with organizational financial policies and procedures.
Membership and Program Support
- Coordinate financial aspects of membership dues, registrations, transfers, DNA testing fees, and program service fees.
- Reconcile income generated through association programs, events, and services.
- Manage billing and revenue tracking related to Whole Herd Reporting (WHR) and other performance programs administered by BBU.
- Assist with financial administration of educational programs, youth activities, sponsorships, grants, and fundraising initiatives.
- Support financial tracking and reporting for special projects and strategic initiatives.
BEEF Foundation Support
- Maintain financial records for the Beefmaster Educational Endowment Foundation (BEEF) as assigned.
- Track contributions, endowment funds, restricted gifts, scholarships, grants, and designated accounts.
- Assist with donor acknowledgment documentation and financial reporting requirements.
- Support preparation of financial reports for the BEEF Board of Directors and committees.
- Coordinate with Foundation leadership, investment managers, and auditors regarding financial records and reporting needs.
Event and Convention Financial Management
- Assist with budgeting, financial planning, and reconciliation of the annual convention and other BBU-sponsored events.
- Process event-related invoices, deposits, sponsorship revenue, registrations, and vendor payments.
- Reconcile event financial activity and prepare post-event financial summaries.
- Support financial administration of sales, educational conferences, field days, and other Association-sponsored activities.
Administrative Responsibilities
- Maintain organized financial files and records, both electronic and physical.
- Support implementation and maintenance of financial controls and internal procedures.
- Provide customer service to members regarding invoices, payments, account balances, and financial inquiries.
- Assist with software implementation, process improvement initiatives, and data management projects related to financial operations.
- Work collaboratively with other departments to ensure efficient organizational operations.
- Serve as a resource for staff regarding financial and payroll-related procedures.
Qualifications
Required
- Bachelor's degree in Accounting, Finance, Business Administration, or related field; equivalent experience may be substituted.
- Demonstrated experience processing payroll and maintaining payroll compliance.
- Proficiency with accounting software, payroll systems, and Microsoft Office applications, particularly Excel.
- Knowledge of QuickBooks and ADP systems.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and handle sensitive financial and personnel information.
- Excellent written and verbal communication skills.
Preferred
- Experience with nonprofit accounting.
- Experience with agricultural organizations, breed associations, foundations, or membership-based organizations.
- Experience supporting audits, donor-funded programs, and event financial management.
- Knowledge of payroll tax requirements, employee benefits administration, and employment-related compliance.
Knowledge, Skills, and Abilities
- Strong understanding of bookkeeping principles, payroll administration, and financial recordkeeping.
- Knowledge of accounts payable, accounts receivable, payroll processing, payroll tax compliance, and financial reporting.
- Ability to prioritize multiple projects and meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to work independently while maintaining effective collaboration with staff and leadership.
- Commitment to accuracy, professionalism, confidentiality, and exceptional member service.
- Ability to manage multiple financial entities and programs while maintaining detailed records and accountability.
Physical Requirements
- Ability to sit and work at a computer for extended periods.
- Ability to lift and move office materials weighing up to 25 pounds.
- Occasional travel may be required for meetings, conventions, sales, or organizational events.
Performance Expectations
Success in this position will be measured by:
- Accuracy and timeliness of financial records and reports.
- Accurate and timely payroll processing with full compliance with applicable laws and reporting requirements.
- Effective administration of employee compensation, benefits deductions, and payroll records.
- Effective management of accounts payable, accounts receivable, and cash flow.
- Timely completion of reconciliations, audits, tax filings, and reporting requirements.
- Accuracy of WHR, membership, event, Foundation, and program financial tracking.
- Responsiveness to staff, member, donor, employee, and vendor inquiries.
- Contribution to organizational efficiency, financial transparency, and sound stewardship of Association and Foundation resources.
Other Duties
This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required. The employee may be required to perform other duties as assigned by the Executive Vice President.
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
