Bookkeeper / Administrative Assistant

Position Type: Part-time
Reports To: Club Administrator
Works Closely With: Outside CPA, Club Treasurer, Foundation Treasurer, Presidents, Board of Directors, Foundation Trustees, Committee Chairs, Membership Team
Location: Hybrid/Remote (attendance may be required at meetings and events)

Position Summary

The Staff Accountant/Bookkeeper manages the day-to-day financial operations of both the Rotary Club of Sacramento and the Rotary Club of Sacramento Foundation. The role ensures accurate bookkeeping, timely reporting, and compliance with nonprofit accounting standards while maintaining clear separation between the Club and Foundation financial activities.

This position partners closely with the outside CPA and Club leadership to support budgeting, reporting, audit preparation, and financial transparency. The role also supports membership billing, fundraising tracking, and event-related financial activity.

This position is part-time and is compensated on an hourly basis based on time sheets submitted to the Club Administrator.

Key Responsibilities

Financial Recordkeeping & Transaction Processing

• Maintain accurate financial records for both the Club and Foundation as separate entities
• Record accounts payable and receivable transactions
• Prepare deposits and process checks, electronic payments, reimbursements, and vendor payments in a timely manner
• Coordinate with the outside CPA to reconcile bank, credit card, and investment accounts monthly
• Track event income and expenses, including meetings, fundraisers, dues and programs
• Maintain organized digital financial records and documentation
• Ensure compliance with Rotary International financial policies and local regulations, including the tracking of Eddie Mulligans, etc.
• Assist outside accountant as requested

Reporting & Budget Support

• Support outside CPA in preparing monthly financial reports for Treasurers, Board, and Trustees
• Provide budget-to-actual and fund balance reports
• Assist the President-Elect for the club and foundation with annual budget preparation
• Monitor cash flow and recommend transfers from investment accounts as needed
• Prepare documentation for periodic audits and tax filings (e.g., 990).
• Support year-end close and audit preparation

Donations, Grants & Scholarships

• Record donations, pledges, and fundraising revenue
• Track restricted funds and donor intent
• Monitor scholarship and grant balances and disbursements
• Assist with calculations related to named funds and service program allocations

Membership Billing & Communication

• Prepare and distribute dues invoices and billing communications
• Respond to member payment inquiries
• Coordinate with Membership Committee and Club Administrator regarding member status
• Track meeting fees, lunches, and onsite payments during meetings

Compliance & Governance

• Prepare audit documentation and work with outside CPA
• Maintain internal controls and financial best practices

Meetings & Organizational Support

• Attend weekly meetings to support financial transactions
• Attend board and foundation meetings as financial resource
• Assist at fundraising events as needed
• Serve as backup to Club Administrator as needed
• Regularly check and retrieve mail from PO Box

Qualifications

· Associate’s or bachelor’s degree in accounting, finance, or related field (or equivalent experience).

• 2+ years bookkeeping or accounting experience (nonprofit preferred)
• Experience with fund accounting and restricted funds
• Proficiency in accounting software (QuickBooks Online preferred)

· Strong attention to detail and ability to work independently.

• Ability to manage multiple entities and deadlines
• High discretion with confidential financial data

· Knowledge of compliance issues for nonprofit organizations under 501(c)(3) and 501(c)(4) is beneficial.

• Commitment to the values and mission of Rotary International.

· Reliable transportation required

Pay: $25.00 - $30.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Sacramento, CA 95815