Part-Time Bookkeeper - Job Description - Updated Financial Duties

Sep 13, 2026

Upload by Ben

Part-time, permanent Bookkeeper responsibilities for Friends of Drake Well, Inc. (FDW) include maintaining comprehensive financial records for purchases, sales, receipts, and payments on a bi-weekly and monthly cycle. The role supports the FDW Treasurer and Executive Director by processing accounts payable and receivable, managing invoices, handling online payments and tax payments, and producing financial reports and donation reports. Duties also cover payroll processing, reconciliation of deposits and credit card accounts, restricted funds tracking, quarterly tax compliance, and annual audit and IRS 990 and forms support.

LanguageEnglish

CategoryLetters

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Summary

Duties & Responsibilities

Weekly

Bi-Weekly

Monthly

Quarterly

Annually

Required Knowledge, Skills, and Abilities

Approval Information

Part-Time Bookkeeper JOB DESCRIPTION Summary The Bookkeeper is a part-time, permanent position that provides bookkeeping and related services for Friends of Drake Well, Inc. (FDW) . The Bookkeeper will maintain financial records, including purchases, sales, receipts, and payments on a bi-weekly and monthly basis. This position works closely with the FDW Treasurer and the FDW Executive Director to create and analyze financial reports and ensure legal requirements compliance, process accounts payable and receivable, and manage invoices and tax payments. The position will have a work schedule of approximately 15 hours per week, year-round. The Bookkeeper reports to the FDW Executive Director, working closely with the FDW Treasurer and Finance Committee. Duties & Responsibilities Ultimately, the Bookkeeper’s responsibilities are to accurately record all day-to-day financial transactions of FDW. Responsibilities can be broken down as follows: • Weekly: o Record day to day financial transactions and complete the posting process. o Verify transactions are recorded correctly using Quick Books. o Verify and process deposits made by FDW Executive Director. o Verify and process payments by writing checks for approval and signature by the FDW Treasurer and additional appointed FDW Board of Directors member. o Enter and track all online payments including sales and employee withholding taxes. o Process and compile invoices. o Assist the FDW Executive Director in maintaining the FDW database which includes FDW members, donors, sponsors, and event participants/attendees. o All other duties and responsibilities as assigned. • Bi-Weekly o Payroll processing ▪ Verify and enter employees’ hours of work from one pay period. ▪ Process and print paychecks for signatures by the FDW Treasurer and additional appointed FDW Board of Directors member. ▪ Process all applicable withholding taxes. o All other duties and responsibilities as assigned. • Monthly o Maintenance and reconciliation of deposits and credit card accounts. o Maintenance and tracking of all restricted accounts and funds. o Accurate tracking of all income and expenses for special events and programs. o Produce monthly reports for FDW Treasurer to review and present to the FDW Board of Directors. o Produce donation reports for the Pennsylvania Historical & Museum Commission (PHMC) . o All other duties and responsibilities as assigned. • Quarterly o Prepare, submit, and pay all quarterly employee withholding taxes. o Quarterly interest posting. o All other duties and responsibilities as assigned. CONTINUED ON BACK • Annually o Schedule financial review or audit at the end of the FDW fiscal year (July 1st through June 30th) . o Supply auditor with all financial records requested to complete the IRS 990 form and review. o Assist auditor as needed in submitting a Charitable Organization Registration Statement (Form BCO-10) to the Pennsylvania Bureau of Corporations and Charitable Organizations. o Produce all annual W-2 and 1099 forms. o Provide financial information and assist in the preparation of the FDW annual budget, Museum Store income statement, and PHMC Associates Questionnaire. o All other duties and responsibilities as assigned. Required Knowledge, Skills, and Abilities • Minimum two (2) years of proven bookkeeping experience. • Solid understanding of basic bookkeeping and accounting payable/receivable principles. • Proven ability to calculate, post, and manager accounting figures and financial records. • Possess strong data entry skills and experience in working with databases. • Proficiency in MS Office (including Excel), and Quick Books Online or Quick Books software. • Must possess high level of accuracy and attention to detail. • Ability to interact well with others and communicate effectively. Updated by FDW Finance Committee on 7/13/2023 and approved by FDW Board of Directors on

FAQs

What are the main weekly responsibilities of the Bookkeeper?

Record day-to-day transactions and complete posting, verify accuracy using Quick Books, process deposits and approved payments, enter and track online payments and withholding taxes, and process and compile invoices. The role also supports maintaining the FDW database and performs other assigned duties.

How does the Bookkeeper handle payroll?

Payroll processing occurs on a bi-weekly basis, including verifying and entering employees’ hours for the pay period, processing and printing paychecks for required signatures, and processing all applicable withholding taxes.

What monthly and quarterly financial compliance tasks are required?

Monthly tasks include reconciling deposits and credit card accounts, tracking restricted accounts and funds, tracking income and expenses for special events and programs, and producing monthly and donation reports. Quarterly tasks include preparing, submitting, and paying quarterly employee withholding taxes and posting quarterly interest.

Sep 13, 2026

Upload by Ben