Scope of Work: Bookkeeping Services
Organization: San Francisco Section, American Society of Civil Engineers (ASCE)
Entity Type: 501(c)(3) Non-Profit
Accounting Platform: QuickBooks Online (QBO)
Fiscal Year: October 1 – September 30
Estimated Time Commitment: ~1.5 hour per week
Objective
The San Francisco Section of ASCE seeks a detail-oriented and reliable bookkeeper to provide ongoing bookkeeping services to maintain accurate financial records, ensure timely transaction processing, and support fiscal year-end reconciliation in preparation for CPA tax filing.
The SF Section consists of 5 Branches, Younger Member Groups, and Institutes. The long-term vision (over the next 1-3 years) is to expand the bookkeeping services to cover these groups as well. As additional entities are added, the aggregate time commitment is anticipated to increase, so having flexibility to accommodate additional effort will be important.
Learn more about San Francisco Section here: https://sf.r9-asce.org/section/about-us/
Key Responsibilities
- Transaction Management
- Enter (as needed) and categorize all financial transactions in QuickBooks Online in accordance with the established chart of accounts. This includes payment requests submitted from vendors via AP email direct to QBO.
- Maintain appropriate entries in QBO for deposits, checks, bank transfers, and digital payments.
- Expense Management
- Record and track all organizational expenses, ensuring they are categorized correctly and supported by proper documentation.
- Coordinate with the Treasurer for clarification on expenses as needed.
- Bank and Account Reconciliation
- Perform monthly bank reconciliations for checking and savings accounts.
- Reconcile PayPal, Stripe, or other electronic payment accounts (automated feeds enabled for QBO).
- Financial Reporting
- Complete reconciliation prior to the 1st of each month prior to automated monthly financial report generation (Income Statement and Balance Sheet) for review by the Treasurer and Board.
- Prepare fully reconciled year-end financial statements by early October to enable CPA tax preparation.
- Compliance Support
- Ensure financial practices adhere to ASCE Section policies and 501(c)(3) accounting standards.
- Retain all supporting documentation in an organized, shareable format (e.g., Google Drive or Dropbox).
Deliverables
- Monthly reconciled QuickBooks files.
- Year-end financial statements (reconciled through September 30) delivered no later than October 15.
- Ongoing transaction processing and account maintenance (~1 hour/week on average).
Qualifications
- Proven experience in non-profit bookkeeping and familiarity with 501(c)(3) financial practices (preferred).
- Proficiency in QuickBooks Online.
- Strong attention to detail and organizational skills.
- Ability to work independently with occasional coordination with the Treasurer.
Engagement Type
- Independent contractor (1099)
- Remote work; occasional virtual check-ins with Treasurer
Compensation
- Hourly rate to be negotiated based on experience and scope
Required Submission Items:
- Cover letter
- Resume
- Rate Sheet
- References (optional, but preferred)
