Job Title: Bookkeeper
Location: Tall Timbers Property Owners Association, Vernon, NJ (Sussex County)
About Us:
Tall Timbers Property Owners Association (TTPOA) is the management organization for a unique private gated campground community in Sussex, New Jersey. Our community consists of over 700 privately owned campsite properties organized into 10 separate condominium associations known as “villages.” TTPOA is responsible for overseeing all financial management, billing, maintenance, security, and general operations for the entire community.
Why This Is A Rewarding Role:
As a Bookkeeper at TTPOA, you will play a crucial role in managing our day-to-day financial operations, ensuring the accuracy and transparency of our financial records, and contributing to the ongoing success and stability of our community. This role requires performing a comprehensive range of tasks as detailed in the organization's bookkeeping procedures, and involves both standard bookkeeping functions and various administrative responsibilities.
Reports To: Campground Administrator
Status: Full-Time or Part-Time, W-2 Employee
Pay Rate: Starts at $52,000 per year depending upon experience and qualifications for Full-Time employment.
Key Responsibilities:
Daily Financial Operations:
● Perform daily POS transfers to QuickBooks, review transactions, and correct any discrepancies.
● Print all Zelle payments, enter payments into QuickBooks, and reconcile with the bank records.
● Process daily Zelle payments, credit card payments, and ensure proper recording in QuickBooks.
● Take the cash pouch from the safe, verify all transactions, and deposit cash in the bank weekly, maintaining accurate cash balance records.
● Log into bank daily to approve any checks or debits; coordinate with the Treasurer or Administrator as needed.
Accounts Payable and Receivable:
● Manage and process all types of invoicing, including batch invoicing for new owners, credit card fees, village fees, annual maintenance fees, and finance charges.
● Apply customer payments accurately, whether received by mail, credit card, Zelle, or cash.
● Maintain a list of village fees paid by each village, ensure approval by the Treasurer, and prepare necessary checks.
● Enter and attach vendor invoices in QuickBooks; ensure all bill payments are made promptly and accurately.
Bank Reconciliation and Reporting:
● Reconcile all bank accounts promptly at the end of each month.
● File and pay NJ sales tax quarterly; manage payments for property taxes, tax liens, and other obligations.
● Track cash flow, payments, and receipts, and provide monthly financial summaries to the Board.
● Ensure the accurate completion of all required reconciliations, including petty cash and laundry income.
Data Management and Record Keeping:
● Maintain up-to-date records in the global database, including email addresses and new owner details.
● Follow specific procedures for adding and removing site owners from the global email system.
● Keep accurate records of village fee payments, payment plans, property sales, and other financial documents.
Payroll and Insurance Administration:
● Process payroll bi-weekly, including downloading timecards, verifying approvals, and managing employee records in QuickBooks.
● Manage group health and life insurance applications and coverage for eligible employees.
● Review insurance policies upon renewal for accuracy and ensure timely payment of premiums.
Compliance and Administrative Support:
● Verify and renew all annual reports, licenses, and vehicle registrations for the campground.
● Assist in the preparation of documents and information for audits and financial reviews.
● Provide administrative support, including filling in for receptionist and secretary as needed.
Property Transfers and Sales:
● Manage all financial tasks related to property transfers, including invoicing for property sales, setting up new owners in QuickBooks, and handling lien redemptions.
● Ensure that all documentation is correctly filed and distributed to relevant parties.
Additional Responsibilities:
● Oversee petty cash management, including maintaining records, reconciling monthly, and ensuring sufficient funds.
● Handle laundry income collection, recording, and safekeeping.
● Support the distribution of annual owner packets and the creation of batch invoices.
● Follow detailed instructions for all tasks and adhere to specific internal procedures and guidelines.
● Maintain accurate Standard Operating Procedure (SOP) documents for your role.
● Have a “do what it takes” attitude: Go the extra mile, support co-workers, and build positive relationships with site owners, and act as an ambassador of the organization at all times.
● Maintain a consistent and timely work schedule.
● Proactively seek feedback on your work and be open-minded and eager to learn new skills and ways of doing things.
Required Qualifications:
● Minimum of 3-5 years of experience in bookkeeping or accounting roles.
● Proficiency in QuickBooks (desktop and online versions).
● Intermediate Microsoft Excel skills.
● Familiarity with a Point-of-Sale systems.
● Ability to follow detailed procedures, multitask effectively, and maintain high levels of accuracy and confidentiality while adhering to deadlines.
● Ability to prioritize and maintain an appropriate sense of urgency.
● Strong communication and exceptional customer service skills, maintaining a high level of professionalism at all times.
● Ability to work at least one weekend day per week (either Saturday or Sunday).
Preferred (but Not Required) Qualifications:
● Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is a plus.
● Certification such as Certified Bookkeeper (CB) or Certified Public Bookkeeper (CPB) is a plus.
● Experience within property management, an HOA, or a non-profit organization.
● Familiarity with other accounting software and POS systems is an advantage.
● Strong understanding of Generally Accepted Accounting Principles (GAAP).
● Bilingual (English/Spanish).
What We Offer:
● Your own Office
● Competitive Salary
● Flexibility in your work schedule
● Paid Vacation + PTO (Full-Time Employment)
● Health Insurance (Full-Time Employment)
Pay: $25.00 per hour
Expected hours: 20.0 – 40.0 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Work Location: In person
