Volunteer Book Keeper

What will you be doing?

Volunteer bookkeeper sought for small charity. Software: Excel, but soon migrating to Quickbooks online. Average of 25 transactions per quarter. The work is to enter the quarter’s transactions into the software, check that the paperwork is present and correctly filed online, reconcile the bank and check the VAT return prior to submission. Time required is envisaged to be 2-4 hours per quarter depending on the number of transactions. Quarterly bookkeeping process A spreadsheet is prepared by the staff member and Treasurer each quarter, showing income and expenditure items for the period.  Documentation is saved for each transaction, numbered according to the lines in the spreadsheet.  Both reside on the charity’s Google Drive. Actions for the bookkeeper comprise:

For each transaction, check that the documentation is in place in soft form on the Google Drive.  If not, please ask the staff member to provide what’s missing.  Each item of income must have an invoice or receipt.  Each item of expenditure must have an invoice or receipt or clear correspondence. Check the payment date on the bank account and enter it in the spreadsheet. * Enter the transaction (and payment, if made by then) in Quickbooks, including any new customer or supplier details. Generate the draft VAT return and ask Treasurer to check and submit. Create a quarterly spread sheet showing ‘restricted’ and ‘free funds’ so trustees can make decisions on the use of the latter. A sample spread sheet will be provided. The use of Quickbooks should facilitate our making our Annual Returns to both Companies House and the Charity Commission.

* Or run the automated bank rec in Quickbooks.

What are we looking for?

Experience of Excel and Quickbooks

What difference will you make?

This role will greatly help us plan our finances and ensure we spent our limited funds to benefit our community in Covent Garden.