at Freedom Center for Independent Living in Middletown, Delaware, United States

Job Description

General Statement of Duties:

The Bookkeeper provides support to the Executive Director and the Finance Committee of the  Board of Directors related to the fiscal management of the Center and is responsible for all bookkeeping and reporting duties of the organization, as listed below.

Position Overall Responsibilities:


Responsible for preparation, administration and maintenance of all FCIL financial processes to include:

  • Banking
  • Financial records for all Income Sources (Income Statement, Balance Sheet, Profit and Loss Ledger, SAMS Report, monthly Expenditure Report, Board Financial Statement and Board Treasurer’s Report)
  • Utilize an Indirect Cost Rate as approved
  • Travel reimbursements
  • Accounts payable and receivable and monthly reconciliation
  • Monthly expenditure reports
  • Provide input and guidance in the development of the annual agency budget



  • In conjunction with the Executive Director, develops fiscal reports for various funding sources in compliance with contractual agreements
  • Prepares monthly financial reports for review and acceptance by the FICIL Board of Directors
  • Prepares all requested and/or required information and reports for annual financial audit



  • Attends/participates in bi-weekly fiscal meeting with ED and chair of the Financial Committee of the Board
  • Works closely with the Direct Service staff, the Executive Director and Board on development of the Annual Strategic Plan concerning the fiscal planning for the organization



  • Maintain complete and orderly office files for both inventory and supply replacement purposes
  • Maintains a database of current equipment and inventory records for the annual audit, which will include date of item(s) date received, condition, date of disposal (as appropriate) with annual update
  • Oversees and acknowledges donations received (both financial and material/services)


Specific Duties:


  • Maintain calendar daily and report to the ED via email
  • Check Profit and Loss Report for any discrepancy and take follow up action to resolve any outstanding matters such as uncashed checks for payments made
  • Answer e-mails within 24 hours
  • Work in cooperation with the Executive Director to complete duties as assigned

As needed

  • Attend Board of Directors meeting as requested


  • Meet with Executive Director on a weekly basis providing an update of fiscal activities
  • Weekly back-up of fiscal data base on computer
  • Weekly Accounts Payable
  • Weekly Deposits

Bi- Weekly

  • Maintain all appropriate records and files and print all required documents
  • Journal Entries for Payroll Adjustment
  • Edit expenses for Payroll Fees
  • Check each Grant Reports to make sure payroll is cost allocated


  • In conjunction with/ direction by the Executive Director
    • Generate Grant Reports
    • Complete SAMS Report to DHS Project Manager
  • Independent completion of the following:
    • Journal Entries for Grant Receivable
    • Complete and submit Financial Report to Board
    • Generate Outcome Measure Report
    • Ensure Outcome Measure are completed and reported monthly
    • Monthly Back-Up
    • Assist with Inventory of Supplies
    • Place Supplies Order if needed
    • Submit monthly travel expense report
    • Compete Bank Reconciliation

Quarterly (under the direction of the Executive Director)

  • Participate in the quarterly performance/file review
  • Generate Worksheet & submit reports for outside FICIL grants
  • Generate 704 Quarterly Report (FFR) & submit reports
  • Generate Monthly and Quarterly Reports as needed
  • Provide input for Budget Modification/Amendment


  • Assist with resource development/annual fundraising activities
  • Provide support for the Annual 704 Report/PPR
  • Final Reconciliation & submit reconciliation
  • Provide input for the development of the agency annual budget
  • Prepare for annual audit
  • Complete the Single Point of Contact (SPOC) application
  • Annual Performance Review with Executive Director

New projects

  • Assigned annually based on FICIL Strategic Plan needs

Suggested Schedule of Activities:

Financial Reporting                        40%

Compliance Plan                             30%

Reporting time                                 20%

Meeting time                                   10%

*Times and percentages are approximate

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Job Posting: 827919

Posted On: Jul 30, 2021

Updated On: Jul 30, 2021