Bookkeeper

Job Summary

We are seeking a dependable, detail-oriented Bookkeeper to join our accounting team in a small, family-owned business. This position is responsible for key day-to-day financial operations, with primary responsibility for accounts payable, payroll administration, and treasury/cash management.

The Bookkeeper will work extensively in NetSuite ERP and will use ZoneCapture by Zone & Co. to support the accounts payable process. This role requires someone who is comfortable taking ownership of recurring financial processes, meeting deadlines, researching discrepancies, and working closely with management and other departments.

The ideal candidate is organized, accurate, trustworthy, and comfortable working in a small-business environment where responsibilities may occasionally extend beyond a narrowly defined accounting function.

Primary Responsibilities

Accounts Payable

• Manage the day-to-day accounts payable process from invoice receipt through payment.
• Review vendor invoices captured through ZoneCapture and ensure invoices are properly entered into NetSuite.
• Verify vendor, purchase order, receiving, coding, department, and other accounting information prior to processing invoices.
• Research and resolve invoice discrepancies, duplicate invoices, pricing differences, missing purchase orders, and receiving issues.
• Route vendor bills through established approval processes and follow up on outstanding approvals.
• Prepare vendor payment runs in accordance with established payment schedules and cash-management priorities.
• Process ACH, check, wire, and other vendor payments as authorized.
• Maintain accurate vendor records, payment information, and supporting documentation.
• Respond to vendor inquiries regarding invoice and payment status.
• Review vendor statements and reconcile discrepancies.
• Assist with vendor onboarding and maintenance, including collection of required documentation.
• Monitor accounts payable aging and identify past-due, duplicate, unusual, or otherwise problematic items.
• Maintain appropriate documentation and internal controls over vendor payments.

Payroll

• Coordinate and administer the company's payroll process accurately and on schedule.
• Review employee payroll information, including hours, salaries, paid time off, deductions, bonuses, commissions, reimbursements, and other payroll adjustments as applicable.
• Coordinate payroll changes for new hires, terminations, compensation changes, benefit deductions, and other employee changes.
• Review payroll prior to submission to ensure accuracy and proper authorization.
• Ensure payroll transactions are accurately recorded in NetSuite.
• Reconcile payroll reports to the general ledger and applicable bank activity.
• Maintain confidential payroll records and supporting documentation.
• Assist with payroll tax filings, year-end reporting, W-2 processing, and other payroll-related requirements in coordination with the company's payroll provider.
• Research and resolve payroll discrepancies and employee payroll questions.
• Maintain strict confidentiality regarding employee compensation and personal information.

Treasury & Cash Management

• Monitor daily bank balances and cash activity.
• Maintain visibility into available cash and upcoming cash requirements.
• Assist management with short-term cash-flow planning.
• Coordinate funding requirements for payroll, accounts payable, and other company obligations.
• Initiate ACH and wire transactions as authorized.
• Record and reconcile bank transactions in NetSuite.
• Perform or assist with monthly bank and credit card reconciliations.
• Research and resolve unreconciled or unusual banking transactions.
• Monitor outstanding checks, deposits, transfers, and other reconciling items.
• Maintain appropriate controls and supporting documentation for cash transactions.
• Assist with banking relationships, account documentation, and treasury-related requests as needed.
• Help identify opportunities to improve cash management and payment processes.

General Accounting Responsibilities

• Assist with monthly and year-end financial close activities.
• Prepare account reconciliations and supporting schedules.
• Record routine journal entries as assigned.
• Review transactions for proper general ledger coding.
• Maintain organized electronic accounting records and supporting documentation.
• Assist with financial statement preparation and management reporting.
• Provide documentation and support for external accountants, auditors, tax professionals, and other third parties.
• Assist with special accounting and administrative projects as requested.
• Identify process issues and recommend opportunities for automation and improved efficiency.

Systems & Technology

The Bookkeeper will work extensively with:

• Oracle NetSuite ERP
• ZoneCapture / Zone & Co. for accounts payable automation
• Online banking and treasury platforms
• Payroll systems
• Microsoft Excel and Microsoft Office
• Other financial and business applications used by the company

Experience with NetSuite and ZoneCapture is strongly preferred. Candidates with strong ERP/accounting systems experience and the ability to quickly learn new technology will also be considered.

Qualifications

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent practical experience will be considered.
• 5+ years of bookkeeping, accounting, or similar financial operations experience preferred.
• Hands-on experience with accounts payable and bank reconciliations required.
• Payroll administration experience strongly preferred.
• Experience with NetSuite or another integrated ERP system preferred.
• Experience with ZoneCapture or another automated accounts payable/invoice-capture system is a plus.
• Strong Microsoft Excel skills.
• Understanding of basic accounting principles, including debits and credits, accrual accounting, and general ledger reconciliation.
• Ability to research and resolve transaction discrepancies independently.

Key Competencies

• High level of accuracy and attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple recurring deadlines.
• Strong problem-solving and reconciliation skills.
• Comfortable learning and working with technology and automated accounting processes.
• Ability to communicate professionally with employees, vendors, banks, and management.
• Strong sense of ownership and follow-through.
• Ability to recognize unusual transactions and escalate concerns appropriately.
• High degree of discretion, integrity, and confidentiality.
• Comfortable working in a small-business environment where priorities may change and team members assist outside their primary areas of responsibility.

Internal Controls & Accountability

Because this position handles sensitive financial information and participates in payroll, vendor payments, and banking activities, the Bookkeeper is expected to consistently follow established internal controls and authorization procedures.

The position will work closely with the Controller and management to maintain appropriate segregation of duties. The Bookkeeper may prepare or initiate transactions, while designated management personnel retain responsibility for required approvals and authorization of significant cash disbursements.

Reporting Relationship

Reports to: Controller

The Bookkeeper will work closely with the Controller, company management, employees, vendors, banking partners, payroll providers, and other members of the organization.

Success in This Role

Success in this position will be measured by:

• Accurate and timely payroll processing.
• Timely processing and payment of vendor invoices.
• Accurate daily and monthly cash reporting.
• Clean and timely bank and balance sheet reconciliations.
• Minimal duplicate, late, or incorrectly coded payments.
• Timely resolution of vendor and accounting discrepancies.
• Accurate and complete documentation supporting financial transactions.
• Consistent compliance with company approval and internal-control procedures.
• Continued improvement and automation of accounting processes.

Pay: $25.00 - $28.00 per hour

Expected hours: 28.0 – 32.0 per week

Work Location: Hybrid remote in Collingswood, NJ 08107