Bookkeeper - Southwest Coalition, Inc.

Bookkeeping

El Paso, TX |

The Opportunity

As we advance our organizational mission, incorporating comprehensive financial stewardship is paramount. We are seeking a meticulous and dedicated Bookkeeper to play a pivotal role in our financial operations. The Bookkeeper will be responsible for managing various financial tasks, ensuring accuracy, and contributing to the overall financial health of the organization.

The ideal candidate will enjoy:

• Our unique model: In addition to our programs to build a Culture of Life in the Southwest, we also strive to provide expert healthcare to ensure that women have a life-affirming alternative through pre-natal and post-natal healthcare, education, and material support.
   
• Our culture: At Southwest Coalition for Life, we offer a more relaxed working environment, catering to the needs of our employees and establishing a family-like feel, leading by example to help moms heroes.
   
• Being an innovator: With the merger and expansion of two non-profit organizations, you will be establishing the key foundations for the new ventures and helping support a ground-breaking mission on the new frontline of the pro-life movement in post-Roe America.

The Company

Southwest Coalition, Inc., is a 501(c)(3) non-profit corporation focused on restoring reverence for the sanctity of human life and natural womanhood across the Southwest through a coalition of nonprofit social enterprises in line with Catholic and Biblical teaching, including our Guiding Star Southwest women’s medical centers, The Lily Pad Maternity Home, our Her Care Connection outreach and mobile medical bus, and Coalition for Life ministries.

Our Core Values

All team members must embody and execute our Core Values within their day-to-day duties and responsibilities:

• Humble: Lack entitlement and ego, be respectful and flexible, don’t take yourself too seriously, set others up for success even at a potential loss for yourself.
   
• Hungry: Have an unrelenting hunger to change the world, taking initiative fueled by a boldly optimistic hope and entrepreneurial growth mindset.
   
• Smart: Strong emotional intelligence, understanding the impact of your words and actions on others, inviting vulnerable communication and healthy conflict.
   
• Heart: Be compassionate, prayerful, and empathetic with a sincere desire to truly see and know others through a reverence for life and natural womanhood.

What the Role Entails

The person selected for the bookkeeping function will perform a wide variety of tasks in support of the Finance Department and the entire organization. Must be Christ-centered, ready & willing to share their God-given talents with a servant-heart.

Essential Duties & Responsibilities:

Administrative Support

• Serve as an admin for programs & applications as assigned

• Assist with the foundational developments of additional services and programs as established by the HR Administration Seat

Bookkeeping Responsibilities:

• Credit Card Account Management: Prepare weekly credit card purchases report & collect receipts from all cardholders; Organize receipts and purchase reports; Record all card purchases and thorough review of individual receipts to ensure that all items are accounted for the organization
   
• Ensure that all organization personnel and contractors are accurately paid on pay date through selected individual deposit methods.
   
• Manage routine monthly charges to company cards, collect receipts, & update accounts as needed.
   
• Recommends financial actions by analyzing bookkeeping options.
   
• Pay approved expenses, reimbursement requests, etc. once approved
   
• Answers bookkeeping procedure questions by researching and interpreting bookkeeping policy and regulations.
   
• Complies with federal, state, and local financial legal requirements by studying existing and new legislation, enforcing adherence to requirements, and advising management on needed actions.
   
• Prepares special financial reports by collecting, analyzing, and summarizing account information and trends.
   
• Keep bookkeeping records & files organized.
   
• Petty Cash transactions and management.
   
• Complete bank deposits through remote-deposit system or at the bank.  Complete record keeping & filing process after deposit.  
   
• Assist with Donor Communication and Donor account updates and management
• Assist with donor/supporter gift tracking.
   
• Accounts Payable (AP) includes: 
  • Rent or mortgage payments for facilities, such as the Guiding Star Southwest centers in both Las Cruces and El Paso and The Lily Pad Maternity Home as well as any additional office SWC, INC may acquire during the time of the contract including storage units/spaces.
  • Tracking and paying Utility bills (electricity, water, internet) for all locations and mobile units
  • Payments to contractors or consultants, including bookkeeping or accounting services with approval of HR admin (Not including employees)
  • Ordering of medical supplies and office supplies, to include payment to marketing agencies, etc. used by the organization. Supervisors submit requests, but all purchases above $100 must be approved and signed off by the President of the Organization unless already approved and recurring. 
  • Payment of costs associated with advertising, fundraising events, and promotional materials
  • Ensuring that all Insurance premiums for liability, property, and other necessary coverages are in accordance determined by the HR Admin and do not lapse. As well as updating insurances to include personnel driving.
  • Payment of maintenance and repairs for facilities and vehicles. Referring to specific contracts to ensure that we are responsible solely for what is on the signed contracts and notify the landlord of their responsibility if needed.
• Accounts Receivable (AR) includes: 
  • Processing pledges and contributions from individual donors, foundations, or corporate sponsors. Once processed every week, downloading a list of the contact information for the donor and how much they donated, and if the donation is unique (one-time) or recurring. You would then provide a report to HR Admin to ensure that all donors, foundations or corporate sponsors are properly thanked and appreciated by the HR Admin
  • Government or private grants supporting programs and initiatives - notifying HR Admin when time to renew applications and ensuring that all information is communicated to HR Admin. 
  • Service Fees collected for certain services provided through centers, such as classes or workshops that might have a fee structure, to include medical services (money till and petty cash)
  • Proceeds from fundraising events, such as galas, auctions, or community events with proper documentation and reporting for Leadership. 
  • Sponsorships to include financial support from businesses or individuals in exchange for recognition at events or on marketing materials.
• Bank Reconciliation includes: 
  • Comparing organization's bank statements with internal records to ensure all transactions are recorded correctly.
  • Identifying and resolving discrepancies such as outstanding checks, unrecorded fees, or deposits in transit.
  • Ensuring that grant funds received are recorded correctly and spent according to grant terms.
  • Tracking any restrictions or conditions attached to grant monies.
  • Verifying that donor pledges match the contributions received.
  • Ensuring donor records are updated in Quickbooks and Salesforce Notes and accurate for acknowledgment and reporting purposes
  • Checking that all expenses are documented, approved, and categorized correctly.
  • Ensuring expenses are within budget and aligned with the nonprofit's objectives.
• Financial Statements includes: 
  • Prepare and provide Financial Statements to the President and CEO to review the Balance Sheet and provide additional insight into the financial stability and liquidity of the organization
  • Provide statements on both operating and non-operating revenues and expenses, such as donations, grants, program service fees, and fundraising costs
  • Edit and Update the Cash Flows Tracker to display accurate details of the cash inflows and outflows from operating, investing, and financing activities over a period to demonstrate to the President and CEO how cash is generated and used and provide a clear picture of the nonprofit's cash position. 
  • Statement of Functional Expenses: Breaks down expenses by function (program services, management and general, fundraising) and by nature (salaries, rent, supplies).
  • Recommend necessary information: like additional context and details about the financial statements, such as accounting policies, contingent liabilities, and related-party transactions.

Other Miscellaneous Duties:

• Maintain client and organizational confidentiality.
• Maintain a neat and organized workspace and office.
• Check email, voicemails, QGIV, Quickbooks and communication messaging apps for important changes that would effect bookkeeping.
   
• Attend staff meetings and engage in staff development training.
• Study the TPCN manual, policies and procedures, to maintain certification & good standing.
   
• Support all of Guiding Star operations with a positive attitude, and perform other duties as assigned

Required Skills & Abilities:

• Positive, friendly, and caring attitude
• Excellent interpersonal and customer service skills
• Excellent verbal and written communication skills
• Must be a professed, faithful, and engaged Christian
• Must be passionately pro-life, exhibiting a reverence for life at all ages from conception to a natural death
   
• Agrees with and is willing to uphold and adhere to the foundational principles in accordance with our Personnel Policies
• Excellent communication skills - written and verbal
• Excellent organizational skills and attention to detail
• Fluent in English and Spanish Preferred
• Proficient in commonly-used computer programs and applications, such as Excel, Google Suite, email, project management apps (Asana), QGiv, Quickbooks Online, time clock, messaging apps, and other relevant technologies
   
• Excellent organizational and time management skills; Be self-motivated, detail-oriented, and able to execute duties with little supervision
• Must possess a valid driver’s license, auto insurance, and reliable personal vehicle
   
• Excellent organizational skills and attention to detail
• Strong work ethic & team player
• Ability to prioritize tasks & work under pressure 

Notice: This description is subject to change based on the needs of the organization.

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