Bookkeeper / Accounting Specialist

JOB DESCRIPTION

Bookkeeper / Accounting Specialist

Gordies Foundation, Chicago, Illinois

Organization:

Gordies Foundation

Position Title:

Bookkeeper / Accounting Specialist

Location:

6430 S. Ashland Ave., Chicago, IL

Employment Type:

Full-Time

Work Schedule:

Telework and Hybrid Work Available (Based on Organizational Need)

Reports To:

Chief Financial Officer / Chief Data Officer

FLSA Status:

Non-Exempt

About Gordies Foundation

Gordies Foundation is a Chicago-based nonprofit organization committed to supporting reentry, workforce development, and community empowerment on the South Side of Chicago. Funded in part through the Illinois Criminal Justice Information Authority (ICJIA) R3 Program, the Foundation manages multiple grant-funded programs serving individuals impacted by violence, incarceration, and economic disinvestment. We are seeking a detail-oriented, mission-driven Bookkeeper to join our team and ensure the financial integrity of the organization.

Position Summary

The Bookkeeper / Accounting Specialist is responsible for managing the day-to-day financial operations of Gordies Foundation, including full-cycle bookkeeping, payroll processing, accounts payable, grant fund accounting, and financial reporting. This position requires a high degree of accuracy, sound accounting judgment, and a thorough understanding of nonprofit and grant compliance requirements. The Bookkeeper will work closely with the CFO/CDO and Executive Director to ensure all financial records are accurate, current, and audit-ready.

Essential Duties and Responsibilities

General Ledger & Journal Entries

• Prepare, post, and reconcile journal entries on a timely basis in accordance with generally accepted accounting principles (GAAP).
• Maintain and update the General Ledger (GL) to ensure accuracy and completeness of all financial transactions.
• Perform month-end and year-end close procedures, including accruals and adjusting entries.
• Identify and correct GL discrepancies; escalate material issues to the CFO/CDO.

Bank Reconciliation

• Perform monthly reconciliations of all organizational bank and financial accounts.
• Investigate and resolve reconciling items promptly, ensuring all transactions are properly recorded.
• Maintain documentation of reconciliation records for audit purposes.

Payroll Processing & Administration

• Process semi-monthly payroll for all full-time, part-time, and grant-funded employees in compliance with Illinois Wage Payment and Collection Act requirements.
• Calculate and remit payroll taxes (federal, state, and local), and prepare and file quarterly Form 941 and annual W-2 and W-3 forms.
• Maintain accurate payroll records, including time and attendance documentation, wage allocations across multiple funding sources, and benefit deductions.
• Coordinate payroll corrections, adjustments, and W-2c amendments as needed.
• Ensure proper FICA calculations and compliance with IRS payroll regulations.

Accounts Payable & Bill Management

• Manage all accounts payable functions, including receiving, reviewing, coding, and processing vendor invoices for payment.
• Ensure bills are paid accurately and on time; maintain a bill payment calendar to prevent late payments or lapses in service.
• Code all expenditures to the appropriate program, grant fund, and GL account.
• Maintain organized vendor files and documentation to support audit and compliance reviews.
• Obtain required approvals prior to payment processing in accordance with organizational policies.

Grant Fund Accounting & Compliance

• Maintain separate and distinct accounting records for each grant fund to ensure financial segregation and accountability.
• Track grant expenditures against approved budgets by line item and funding period, providing regular variance reports to the CFO/CDO.
• Prepare and support the compilation of Program Financial Reports (PFRs), budget modification requests, and reimbursement draw requests in compliance with funder requirements (including ICJIA and other federal and state grantors).
• Ensure expenditures meet grant-specific allowability, allocability, and reasonableness standards under 2 CFR 200 (Uniform Guidance) and applicable grant terms and conditions.
• Alert leadership to potential compliance concerns, unallowable expenditures, or budget variances in a timely manner.
• Support preparation for grant audits and monitoring site visits; maintain organized grant files.

Financial Statements & Reporting

• Prepare and update standard nonprofit financial statements, including the Statement of Financial Position (Balance Sheet), Statement of Activities (Income Statement), and Statement of Cash Flows.
• Generate budget-to-actual reports, fund-level expenditure reports, and other financial summaries for management and board review.
• Assist the CFO/CDO in preparing the annual Form 990 and supporting schedules.
• Prepare supporting documentation and schedules for external auditors; participate in the annual audit process.

Additional Duties

• Maintain well-organized financial files and records in both physical and digital formats.
• Assist with updating and maintaining the organizational Chart of Accounts.
• Support budget development and forecasting as needed.
• Participate in internal financial process improvement initiatives.
• Perform other duties as assigned by the CFO/CDO or Executive Director.

Minimum Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or a related field required; Bachelor's degree preferred.
• Minimum of 3 years of bookkeeping or accounting experience, with at least 1 year in a nonprofit or grant-funded environment strongly preferred.
• Demonstrated proficiency in QuickBooks (Desktop or Online) or comparable accounting software.
• Working knowledge of GAAP and nonprofit fund accounting principles.
• Experience processing multi-employee payroll and filing federal/state payroll tax forms (941, W-2, W-3).
• Familiarity with federal Uniform Guidance (2 CFR 200) and grant compliance requirements preferred.
• Proficiency in Microsoft Excel, including pivot tables, VLOOKUP, and financial formulas.
• Exceptional attention to detail, organizational skills, and commitment to accuracy.
• Ability to handle confidential financial information with discretion and integrity.
• Strong written and verbal communication skills; ability to explain financial data to non-financial stakeholders.

Preferred Qualifications

• Experience working with ICJIA, Illinois state grants, or other government grant programs.
• Certified Bookkeeper (CB), Certified Public Bookkeeper (CPB), or working toward CPA designation.
• Experience supporting annual nonprofit audits (A-133 / Single Audit preferred).
• Familiarity with case management or program financial reporting systems.

Compensation & Benefits

Salary:

Commensurate with experience and qualifications

Work Arrangement:

Full-Time | Telework and Hybrid options available based on organizational need

Paid Time Off:

Sick leave and paid vacation provided in accordance with industry standards

Health Benefits:

Medical and dental coverage currently unavailable; the organization is actively working to establish benefits in the near future

Mission:

Opportunity to contribute directly to community reentry, workforce development, and public safety initiatives on Chicago’s South Side

How to Apply

Qualified candidates should submit a resume, cover letter, and three professional references to Gordies Foundation. In your cover letter, please describe your experience with nonprofit bookkeeping, grant fund accounting, and payroll compliance. Applications will be reviewed on a rolling basis until the position is filled.

Gordies Foundation | 6430 S. Ashland Ave., Chicago, IL

Gordies Foundation is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay: $52,000.00 - $58,000.00 per year

Benefits:

• Flexible schedule
• Paid sick time
• Paid time off
• Work from home

Work Location: Hybrid remote in Chicago, IL 60636