Bookkeeper

Job Description

Job Description

Position Overview

The Bookkeeper is responsible for managing all financial, accounting, and reporting functions for the organization's multiple entities, including the Council ("CLC"), Political Action Committee ("PAC"), Political Action Campaign Fund ("PACF"), and affiliates. This role ensures accurate financial recording, timely reconciliations, regulatory compliance, and proper maintenance of affiliate billing and membership records. The position also supports leadership by preparing monthly management reports and maintaining financial controls and documentation.

Key Responsibilities

• QuickBooks Management (Multiple Ledgers)
• Maintain and update four separate QuickBooks files :
• Receivable Ledger Accounts
• CLC Cash Basis Ledger
• PAC Cash Basis Ledger
• PACF Ledger
• Process invoices, deposits, vendor bills through Bill.com, and memorized transactions.
• Ensure accuracy of customer records, vendor records, and financial classifications.
• Accounts Receivable (A / R) & Billing
• Prepare, post, email, and mail monthly, quarterly, and annual affiliate invoices.
• Manage billing groups, update affiliates contact information through Labor Key Software.
• Apply payments, process adjustments, and maintain detailed notes for all customer accounts.
• Monitor unpaid balances and prepare delinquency report (over 3 months).
• Communicate to CLC staff regarding any changes or new affiliate billing, cancellations, officers and membership updates.
• Notify affiliates biannually (December and January) regarding the new membership rate for the upcoming year.
• PAC & PACF Compliance Filings
• Prepare quarterly and scheduled filings for the NYS Board of Elections.
• Coordinate with the Political Director and Chief of Staff to ensure completeness of contributions before cutoff dates.
• Generate reports from QuickBooks (deposits, disbursements, cash activity) and compile Excel worksheets.
• Submit filings to Schultheis & Panettieri ("S&P") and confirm receipt.
• Retrieve and file disclosure reports from the NYS Elections website.
• Maintain filing binders with internal reports, emails, backup documentation, and state filings.
• Financial Reporting & Reconciliations
• Prepare monthly reconciliation of Labor Key to cash ledger.
• Run and analyze reports including :
• Revenue by Affiliate (comparative)
• Ads, Tickets, and Contributions (CLC & PAC)
• Management Report – Affiliate Issues
• Audit Committee and Staff travel reports
• Labor Day Parade reconciliations
• Annual CLC Reception reconciliations
• Cash Receipts & Deposits
• Post deposits for A / R and non–A / R receipts (Per Capita, LDP, Reception, Contributions).
• Ensure receipt categories are accurately coded and proper documentation for each deposit is attached to the corresponding QuickBooks entry.
• Coordinate with Controller for check handling and deposit submission.
• Vendor Payments & Accounts Payable
• Review, prepare, and process vendor payments for CLC, PAC, and PACF.
• All CLC payments are made via Bill.com. PAC and PACF payments are printed directly from QuickBooks online.
• For PAC, PACF or any urgent CLC check, prepare vouchers and ensure all invoices are properly approved and documented.
• Enter bills into QuickBooks, print checks, and coordinate signatures from appropriate officers.
• Scan checks, invoices, and vouchers and file into the vendor profile in QuickBooks.
• Maintain internal controls, verify check sequences, and file all paid bills and check copies.
• Distribute W-9 forms, collect responses, update vendor records, and maintain W-9 files.
• Affiliate Relations & Membership Maintenance
• Manage onboarding of new affiliates prior to billing in coordination with the Communication Director, including sending welcome packages and setting them up in Labor Key.
• Maintain up-to-date affiliate information : addresses, officers, membership counts, billing cycles, and terms.
• Support updates to the CLC website and internal databases regarding affiliate changes.
• Administrative & Compliance Support
• Assist with year-end audit preparation and respond to auditor requests.
• Maintain weekly backups of all QuickBooks companies and finance folders.
• Operate postage meter and stuffing machine for invoice and affiliation form mailings.
• Coordinate internal communication regarding payments, cancellations, membership changes, and PAC transactions.

Skills & Qualifications

Work Style & Expectations