Accounting Clerk

Accounts Payable

• Monitor BGCN's designated accounts payable email address and process incoming vendor bills and invoices through BGCN's bill pay platform no less than once per week; process urgent invoices within 48 hours of receipt.

• Prepare in-house checks for the Chief Executive Officer's signature as necessary.

• Review invoices for accuracy, completeness, and appropriate supporting documentation prior to submission for payment.

• Prepare bank deposits and deliver them to the Chief Executive Officer for deposit.

• Work proactively with vendors to transition incoming bills to paperless electronic delivery.

• Maintain organized digital records of all invoices, payment confirmations, and vendor correspondence.

• Respond to vendor inquiries regarding payment status and resolve routine discrepancies, escalating complex issues to the Chief Executive Officer as appropriate.

• Provide supporting documentation and respond to auditor inquiries related to accounts payable transactions, vendor records, and deposit records.

Grant Reimbursement Claims

• Prepare and submit grant reimbursement claims throughout the fiscal year across multiple funding sources, as directed by BGCN leadership.

• Compile required supporting documentation for each claim, including invoices, receipts, payroll allocations, and expense summaries, in accordance with individual grantor requirements.

• Track submission deadlines and monitor the status of submitted claims through reimbursement receipt.

• Coordinate with BGCN program directors and the Chief Executive Officer to ensure expenses are correctly allocated to applicable grant budgets.

• Maintain a running log of submitted claims, reimbursement receipts, and remaining grant balances.

• Provide supporting documentation and respond to auditor inquiries related to grant reimbursement claims.

Bookkeeping Coordination

• Serve as BGCN's primary day-to-day liaison with BGCN's outsourced nonprofit bookkeeping firm.

• Provide the bookkeeping firm with timely documentation, transaction coding guidance, and supporting materials needed for accurate posting of expenses and income.

• Review and respond to bookkeeping firm inquiries regarding transactions, vendor classifications, and chart of accounts coding.

• Assist in reconciling accounts payable records to ensure alignment between the bill pay platform, BGCN's internal records, and the bookkeeping firm's general ledger entries.

• Forward grant income documentation, including award letters, payment remittances, and deposit confirmations, to the bookkeeping firm for accurate revenue posting.

• Flag unresolved discrepancies to the Chief Executive Officer for resolution.

• Obtain budget line-item amounts and current balances from the bookkeeping firm and communicate that information to BGCN leadership upon request or as part of routine reporting.

General

• Maintain the confidentiality of all non-public financial, operational, and organizational information encountered in the course of performing job duties, consistent with Personnel Handbook §2.11 (Confidentiality & Non-Disclosure).

• Maintain all financial records in an organized, accessible format using BGCN's designated systems and file structures.

• Perform other duties as assigned by the Chief Executive Officer.

Seven decades of success. Since 1946, we have been an organization dedicated to the youth in and around the Hudson Valley. In that time, some 25,000 children have walked into our doors, walking out stronger, smarter, and better world citizens.

Great futures start here. We understand what kids need to be successful: quality programming; positive connections with peers and community; and relationships with caring adults. We provide programs in a variety of disciplines for children from birth to late teens, focusing on ACADEMICS, ARTS, and ATHLETICS. We offer a quality curriculum designed to maximize the potential of our students. We support a child's vital developmental years from age five to 19, through programs in the arts, education, health and life skills, and sports and fitness.