Publications

• 30 Second Ideas
• Accounting Updates
• Alerts
• Articles
• Business Surveys
• Construction Edge
• Healthcare Edge
• Insurance Edge
• Legal Talent
• Manufacturing Edge
• Not-for-Profit Edge
• Quick Links & Good Ideas
• SEC Edge
• Strategy Insights Blog
• Surviving the Upturn
• Tax Highlights

Article Author:

Taking the Right Steps to Find Your Dream Bookkeeper

Looking for the perfect bookkeeper for your not-for-profit is something like looking for an ideal mate. You'll want to think hard about your organization's needs before you start searching for, and commit to, the person who will handle your day-to-day accounting functions.

Looking for that special someone

Before placing any want ads, you should define the bookkeeping role. Crafting a detailed job description that outlines the position's responsibilities will help you attract qualified candidates and give you a consistent yardstick by which to measure them.

Common bookkeeper responsibilities include preparing and recording accounts payable, accounts receivable and cash receipts; tracking expenses; reconciling bank statements; posting accounts to the general ledger; and preparing for year-end financial audits.

If you will also be relying on the bookkeeper to send donor acknowledgments, order supplies or handle any other clerical duties, spell out those duties in the job description.

Making sure it's a good fit

Not-for-profit experience might not be essential, but it can be helpful. Not-for-profits have special bookkeeping challenges that for-profit businesses don't. Most for-profit businesses don't handle pledges, donated goods or services or restricted donations.

At the very least, you want someone who understands there are differences between for-profit and not-for-profit accounting bookkeeping methods and is willing to learn your organization's accounting specifics.

Other skills are nonnegotiable. Candidates should be knowledgeable about accounting basics, attentive to detail, deadline-oriented and computer literate (i.e., familiar with the accounting system you use).

Finally, because your bookkeeper will handle cash, financial records and proprietary information, potential hires must be trustworthy and above reproach. Conduct thorough background and credit checks on anyone you're seriously considering including following up on references.

Many organizations hire a bookkeeper because other staff members don't have the necessary accounting skills. If you're in that situation, you might wonder how you can judge the accounting acumen of bookkeeper candidates.

The American Institute of Professional Bookkeepers (AIPB) can help. The AIPB has created a short test and test administration guidelines you can use with candidates to gauge their knowledge of accrual-basis bookkeeping. If you require special skills, the tests can be customized to your needs. For more information on this free resource, go to www.aipb.org.

Tying the knot

A bookkeeper is instrumental in maintaining your organization's financial health. Focus on finding the candidate with the right skills and experience to handle this special job.  

Questions?
Contact Toni Diprizio at tdiprizio@BlackmanKallick.com or call 312-980-3227.

Bookkeeper vs. Accountant

The terms "bookkeeper" and "accountant" are sometimes used interchangeably, but there are differences between the two. In general, a bookkeeper enters income and expense data into your accounting system. An accountant uses that data to generate financial reports and prepare tax documents.

Bookkeeper candidates should have a basic understanding of accounting terms and principles to do the job well. But, in most cases, the individual doesn’t need the specialized knowledge of a CPA.

This publication is part of Blackman Kallick’s marketing of professional services, and is not written tax advice directed at the specific facts and circumstances of any person and/or entity. Contents of this publication are of a general nature, and you should not act on this information without obtaining professional advice from your business advisor that is appropriately tailored to your individual needs and circumstances. This written advice is not intended or written to be used, and cannot be used by any taxpayer, for the purpose of avoiding penalties that may be imposed under the Internal Revenue Code.