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Key Responsibilities and Required Skills for Bookkeeper

💰 $40,000 - $60,000

AccountingFinanceBookkeeping

🎯 Role Definition

A Bookkeeper is responsible for accurately recording, classifying and reconciling day-to-day financial transactions to maintain the general ledger and support month-end and year-end close processes. The ideal candidate manages accounts payable and receivable, performs bank and credit card reconciliations, processes payroll, prepares payroll and sales tax remittances, supports audit and tax preparation, and provides timely financial reports and analysis to controllers, CFOs, or small business owners. This role requires strong accounting software proficiency (for example QuickBooks Online, Xero, NetSuite), advanced Excel skills, strict attention to detail, and the ability to work independently while collaborating with cross-functional teams.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Accounts Payable / Accounts Receivable Clerk
  • Payroll Specialist
  • Administrative Assistant with finance exposure

Advancement To:

  • Senior Bookkeeper
  • Staff Accountant / General Accountant
  • Accounting Supervisor or Assistant Controller

Lateral Moves:

  • Payroll Administrator
  • Billing Analyst
  • Office Manager with finance responsibilities

Core Responsibilities

Primary Functions

  • Maintain and update the general ledger by recording all financial transactions accurately, including journal entries for accruals, prepayments, depreciation, and monthly adjustments to ensure books are ready for month-end and year-end close.
  • Manage end-to-end accounts payable processes: receive and code vendor invoices, obtain approvals, schedule and process payments (checks, ACH, wires), reconcile vendor statements, and maintain vendor master data to ensure timely payments and prevent duplicate payments.
  • Oversee accounts receivable: generate and distribute customer invoices, apply cash receipts, manage customer credits, reconcile AR sub-ledgers to the general ledger, maintain AR aging schedules, and coordinate collections to minimize days sales outstanding.
  • Perform monthly, quarterly and annual bank reconciliations for all cash and investment accounts, investigating and resolving discrepancies, outstanding checks, and reconciling intercompany balances to ensure accurate cash reporting.
  • Process payroll accurately and on time, including calculating wages, withholding payroll taxes, preparing payroll tax deposits and filings, reconciling payroll liabilities, and coordinating with third-party payroll providers (e.g., ADP, Paychex) when applicable.
  • Prepare and post recurring journal entries and ensure month-end close checklist items are completed, including accruals, prepaids, deferrals, and inventory adjustments, to facilitate timely financial close and reporting.
  • Prepare and deliver standard financial reports (profit & loss, balance sheet, cash flow) and customized operational reports to management on a regular cadence to support decision-making and cash flow planning.
  • Maintain fixed asset register: record acquisitions, disposals, calculate depreciation, reconcile to the general ledger, and support capitalization policy compliance and audits.
  • Reconcile and code company credit card transactions and employee expense reports, enforce expense policies, and ensure timely reimbursement and proper documentation for audit trails.
  • Support sales and use tax compliance by preparing sales tax returns, reconciling tax collected by jurisdiction, tracking tax exemptions and filings, and working with external tax advisors as needed.
  • Maintain accurate vendor and customer master files, including W-9/1099 information, and prepare and file annual 1099s for eligible vendors in compliance with IRS regulations.
  • Assist with budgeting and forecasting by compiling historical data, posting budget journal entries, and producing variance analysis for management to improve financial accuracy and planning.
  • Partner with operations, procurement and HR teams to ensure financial processes (purchase orders, billing, payroll changes) are reflected in the accounting system and that internal controls are consistently applied.
  • Support external and internal audits by preparing schedules, providing reconciliations and documentation, responding to auditors’ inquiries, and implementing recommended remediation steps where appropriate.
  • Manage petty cash operations, prepare deposits, reconcile daily cash collections, and ensure secure handling of physical cash and deposits.
  • Execute month-end close tasks including reconciling sub-ledgers (AP, AR, payroll) to the GL, analyzing significant account variances, and preparing summary memos for senior finance leadership.
  • Maintain and optimize accounting workflows by identifying process inefficiencies, recommending automation opportunities (AP automation, electronic invoicing), and implementing best practices to reduce manual effort and error.
  • Configure and maintain accounting system settings, chart of accounts hygiene, and internal accounting policies to ensure accurate classifications and reporting across business units.
  • Prepare and review client billing statements, contract-based invoices, and deferred revenue schedules to ensure timely recognition of revenue in accordance with company policy and applicable guidance.
  • Monitor vendor contracts, payment terms and discounts, proactively negotiate favorable payment terms, and ensure compliance with contractual requirements to improve company cash flow.
  • Provide day-to-day support to managers and non-finance staff by answering accounting questions, training on basic financial processes, and producing ad-hoc financial analyses on expense trends and vendor spend.
  • Ensure robust documentation and retention of source documents, reconciliation packages, and internal control procedures to support year-end close, audits, and regulatory compliance.
  • Continuously maintain confidentiality and integrity of financial data while helping to implement and monitor internal controls to prevent fraud and ensure compliance with GAAP and company policy.

Secondary Functions

  • Assist with accounts integration and data migration projects during ERP or accounting software implementations, including mapping accounts, validating transaction integrity, and running parallel reconciliations.
  • Provide backup support for payroll, AP or AR during peak periods, staff absences, or month-end close to ensure business continuity and timely financial operations.
  • Participate in cross-functional projects such as budgeting cycles, vendor onboarding improvements, or billing system enhancements to align finance processes with business goals.
  • Help prepare reports and documentation for grant accounting or restricted funds, ensuring proper tracking, allocation and reporting of restricted revenue and expenses.
  • Train and mentor junior finance staff or temporary accounting resources on standard operating procedures, reconciliation techniques, and use of accounting systems.
  • Maintain relationships with banks, payroll providers, tax advisors and external accountants to streamline communication and resolve issues quickly.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with QuickBooks Desktop and QuickBooks Online, including setup, reconciliations, and month-end workflows.
  • Experience with other accounting systems such as Xero, NetSuite, Sage Intacct, Microsoft Dynamics or similar ERPs.
  • Advanced Microsoft Excel skills — pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, conditional formatting, and basic macros for data cleanup and reporting.
  • Solid understanding of GAAP fundamentals, journal entries, accrual accounting, and reconciliation best practices.
  • Hands-on experience processing payroll, understanding payroll tax withholding, payroll journal entries, and filing payroll tax deposits and returns.
  • Strong accounts payable and accounts receivable management: invoice coding, aging analysis, cash application, and collections.
  • Bank and credit card reconciliation experience and the ability to research reconciling items to resolution.
  • Experience preparing financial statements (P&L, balance sheet, cash flow) and standard month-end close deliverables.
  • Familiarity with bill pay and AP automation tools (Bill.com, Expensify, Concur) and electronic payment processes (ACH, wire).
  • Competence in preparing and filing 1099s, sales tax returns, and basic tax compliance support for small businesses.
  • Knowledge of fixed asset accounting and depreciation schedules within an accounting system.
  • Ability to generate custom financial and management reports using reporting modules or BI tools.

Soft Skills

  • Exceptional attention to detail and accuracy with numerical data and reconciliations.
  • Strong time management and ability to prioritize tasks in fast-paced month-end cycles.
  • Clear verbal and written communication skills for collaborating with vendors, clients and cross-functional teams.
  • Problem-solving mindset with the ability to research discrepancies and propose corrective actions.
  • High level of integrity, discretion, and ability to handle confidential financial information.
  • Customer-service orientation when supporting internal stakeholders and external customers.
  • Adaptability to changing accounting standards, software updates, and evolving business requirements.
  • Team player who can work independently and escalate issues appropriately to supervisors.
  • Process improvement orientation — comfortable documenting SOPs and recommending automation opportunities.
  • Organizational skills to manage multiple ledgers, deadlines and recurring reporting schedules.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; bookkeeping certificate or associate degree in accounting/bookkeeping preferred.

Preferred Education:

  • Associate or Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
  • Professional bookkeeping certification (Certified Bookkeeper, AIPB) or QuickBooks ProAdvisor certification is a plus.

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Bookkeeping or Office Administration

Experience Requirements

Typical Experience Range:

  • 2–5 years of hands-on bookkeeping or accounting experience for small to mid-sized businesses, including monthly close cycles.

Preferred:

  • 3+ years of progressive bookkeeping experience with demonstrated proficiency in QuickBooks or a comparable ERP, payroll processing, reconciliations, 1099 preparation, and month-end close procedures. Experience supporting audits and working with multiple legal entities is desirable.
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