Bookkeeper at Highlands Recreation District – San Mateo, California

Essential Functions and Tasks

• Financial Recordkeeping and Reporting: Maintain and update accurate financial records, including invoices, purchase orders, accounts payable, accounts receivable, and bank statements. Preparing financial statements, reports, and summaries for management decision-making are recorded in adherence to standard accounting principles, like GAAP (Generally Accepted Accounting Principles)
• Accounts Payable and Receivable: managing receipts, invoices and physical copies of financial documents, recording accounts payable and receivable, including invoicing, collections, and vendor purchases, sales, expenses, and payments into ledgers or accounting software, and maintaining a balanced general ledger
• Bank and Credit Card Reconciliation: perform monthly reconciliations of bank and credit card accounts to ensure accuracy and to balance subsidiary accounts; preparing remittance advice and verifying bank transactions.
• Monitoring cash flow and ensuring sufficient funds with multiple financial accounts for operations.
• Tax Preparation and Compliance: Prepare, compile, and submit taxes, including sales, income, and employment taxes, ensuring deadlines are met, including 1099 tax forms.
• Ensure all financial activities comply with legal regulations and internal policies with federal, state, and local legal requirements
• Maintaining compliance with accounting standards, internal controls, and regulatory requirements. Preparing and filing basic financial documents including tax payments and returns; associated reports to the Federal, State, and Government.
• Manage payments for District’s general obligation including bond payments; assessment liens and working with the District’s administrator.
• Maintaining subsidiary accounts by reviewing, verifying, and allocating transactions as required; prepare requisitions for bond interest/principal payments, and reconciliation of county reports as required; reconcile to monthly county reports.
• Payroll Processing: They may process payroll, calculate employee wages, and manage related tax withholdings. processing payroll and ensuring timely tax payments.
• Process payroll; employee final paycheck disbursement; prepare EDD Quarterly Wage and Withholding Report and Annual Reconciliation Statement; manage and ensure financial accounting and reporting of benefits, FSA, and IRA and 457b Retirement for employees.
• Audit Preparation and Completion: Prepare all financial records and maintain supporting documentation to complete annual audits.
• Asset Management: Manage and record depreciation and amortization for tangible and intangible assets and maintain records of non-operating assets.
• Documentation and Recordkeeping: maintain organized financial records, journals, and supporting documents for internal and external audits.
• Prepare clear and concise financial reports, and other related materials for monthly District Board meetings.
• Preparing financial reports by collecting, analyzing, and summarizing accounting for information such as trial balance sheets, income statements, and cash flow summaries; profit and loss (P&L) statements and totals by account, and variances.
• Budget Support: Assist in budget preparation and monitor financial performance against budgets.
• Apply cost allocations to all financial transactions.
• Prepare entries in QuickBooks for annual budget and monthly financial reports.
• Review project budget status with the General Manager, analyze and reconcile financial records and statements, initiate and recommend changes in policies and procedures.
• Administrative office support including oversee registration office bookkeeping, review work class/program cost breakdown report, and ensure adherence to accounting; assist with office duties as needed, including phones, and daily customer service, emergency action plan.
• Perform additional duties as assigned including but not limited to special projects requested by the General Manager

Knowledge, Skills, and Abilities (KSA’s)

• Knowledge of accounting principles and financial reporting standards for Governmental/Non-profit accounting; and accounting methods, including double-entry bookkeeping, accrual accounting, and cash accounting.
• Knowledge of laws and regulations related to the preparation of financial records.
• Proficiency in accounting software such as QuickBooks, Microsoft Excel; Spreadsheet software, QuickBooks to produce key financial reports, such as income statements, balance sheets, cash flow statements, accounts payable (AP) statements and accounts receivable (AR) statements.
• Understanding of basic tax liabilities, including payroll and sales tax
• Organizational and time management skills to manage multiple tasks and deadlines.
• Strong communication and interpersonal skills for collaboration with management and external auditors, community, vendors, and other government agencies.
• Work independently, be flexible, and meet established deadlines.
• Strong math and analytical skills to calculate debits and credits to accounts and complete account reconciliations; attention to detail and strong numerical skills to identify errors or discrepancies with a high level of accuracy.
• High level of professionalism and organizational skills Basic knowledge of bookkeeping

Required Qualifications

• Associate degree, in Accounting, Business Administration or combination of education and 3–5 years of bookkeeping or accounting and office administrative experience.
• Strong proficiency in accounting software (e.g., QuickBooks), spreadsheets, and financial reporting tools.

Desired Qualifications

• 4-year college degree in Accounting, Business Administration or combination of education and 5-10 years of progressive bookkeeping or accounting experience, with expertise in full-cycle accounting.
• Certifications: Professional certifications such as Certified Bookkeeper (CB) or Certified Public Bookkeeper (CPB), CPA can enhance qualifications.