Job Title: Accounting and Bookkeeping Support Specialist

Location: Naperville/Plainfield, Illinois

Department: Management / Finance

Reports To: Director of Finance and Strategic Planning

FLSA Status: Part-Time – Non-Exempt

Pay Range: $20.00 -$24.00/hour DOE

About Us:

A.D.O.P.T. is a private, non-profit 501(c)(3) organization that has found homes for more than 50,000 pets. We provide a temporary, loving home for dogs and cats that no longer have a family of their own. The animals in our shelter have ended up here for a variety of reasons ranging from abandonment, to rescue from an abusive situation, to owner surrender because they are no longer able to care for them. Our animals are loving family pets awaiting their forever homes.

A.D.O.P.T. was founded in 1989 by a group of dedicated volunteers determined to find homes for animals in need. Over the years, our objective has remained the same: to place animals into permanent, caring homes and advance the humane treatment of animals through education.

Job Purpose:

The Accounting and Bookkeeping Support Specialist provides day-to-day financial and administrative support for A.D.O.P.T.’s Shelter, Community Clinic, and Training business units. This role maintains accurate transaction records, supports accounts payable and accounts receivable, assists with reconciliations, and organizes financial documentation so the organization’s books remain current, complete, and audit-ready.

Working under the direction of the Director of Finance and Strategic Planning, this position performs routine accounting activities and identifies discrepancies for timely review. The role is intended to strengthen internal financial operations and allow the Director to focus on financial oversight, analysis, strategic planning, compliance, and organizational growth. This position does not independently approve payments, change accounting policies, or make financial commitments on behalf of A.D.O.P.T.

Duties & Responsibilities:

Bookkeeping and Transaction Processing (45%)

• Enter and properly classify routine financial transactions in the accounting system across all business units and designated classes or programs.

• Process vendor bills and prepare accounts payable documentation for review and approval in accordance with established authorization procedures.

• Record deposits, customer payments, donations, earned revenue, refunds, reimbursements, and other receipts using appropriate supporting documentation.

• Maintain accurate vendor and customer records, including W-9 forms, payment terms, contact information, and required documentation.

• Match invoices, purchase documentation, approvals, receipts, and payment records; follow up on incomplete or inconsistent documentation.

• Support timely customer and rescue-group invoicing and monitor outstanding balances under the Director’s guidance.

• Maintain organized digital financial records using consistent naming, filing, retention, and confidentiality practices.

Reconciliations and Month-End Support (25%)

• Assist with monthly reconciliation of bank accounts, credit cards, merchant processors, online payment platforms, and other treasury accounts.

• Compare general ledger activity to supporting reports from operational systems and identify missing, duplicated, or incorrectly classified transactions.

• Research discrepancies and prepare clear supporting schedules for review by the Director of Finance and Strategic Planning.

• Assist with month-end close checklists, account schedules, prepaid expense tracking, fixed-asset support, and other recurring accounting tasks.

• Prepare routine financial reports and supporting detail as directed; escalate unusual activity, aged items, or control concerns promptly.

Financial Records and Administrative Support (15%)

• Review employee reimbursement requests and supporting receipts for completeness and route exceptions for approval before processing.

• Support contractor payment tracking and year-end 1099 preparation by maintaining complete vendor tax documentation and payment records.

• Maintain recurring accounting schedules, finance checklists, vendor files, and other administrative records assigned by the Director.

• Provide routine finance-related assistance to staff while directing approvals, policy interpretations, and sensitive matters to the Director.

Audit, Budget, and Compliance Support (10%)

• Organize invoices, statements, contracts, grant documentation, and other schedules requested for the annual audit or tax filings.

• Assist with budget-to-actual support, departmental expense detail, restricted-fund documentation, and grant expense tracking as assigned.

• Follow established internal controls, segregation-of-duties requirements, accounting procedures, and document-retention standards.

• Protect financial, donor, employee, client, and vendor information and immediately report suspected errors, fraud, or control concerns.

Other Objectives and Responsibilities (5%)

• Communicate respectfully and promptly with vendors, clients, rescue partners, staff, and internal stakeholders.

• Recommend practical improvements to routine accounting workflows, documentation, and financial recordkeeping.

• Complete additional duties as assigned. Duties and responsibilities may change, and new ones may be added, at any time with or without advance notice.

Skills & Qualifications:

• Associate degree in accounting, bookkeeping, business administration, or a related field preferred; equivalent relevant experience will be considered.

• Two or more years of bookkeeping, accounting support, or comparable financial administration experience preferred.

• Working knowledge of accounts payable, accounts receivable, bank and credit-card reconciliations, and general ledger coding.

• Experience with QuickBooks Online or a comparable accounting system preferred.

• Proficiency with Microsoft Excel, including sorting, filtering, formulas, and reconciling data between reports.

• Strong attention to detail, accuracy, organization, follow-through, and ability to meet recurring deadlines.

• Ability to handle confidential financial, employee, donor, and client information with sound judgment and discretion.

• Ability to identify discrepancies, document research clearly, ask appropriate questions, and escalate concerns promptly.

• Professional written and verbal communication skills and the ability to work collaboratively across departments.

• Non-profit, multi-department, grant-accounting, or audit-support experience is a plus.

Authority and Internal Controls:

• This position may prepare transactions and documentation but may not approve its own work or serve as the final approver of payments.

• Electronic payments, checks, refunds outside established procedures, journal entries, vendor banking changes, and accounting-system access changes require authorized review and approval.

• The employee must maintain separation between transaction preparation, approval, payment release, and reconciliation whenever required by A.D.O.P.T. policy.

Working Conditions:

• The worker is not substantially exposed to adverse environmental conditions, as in typical office or administrative work. Occasional work may occur in an animal shelter, veterinary clinic, or training environment where animals, noise, odors, and cleaning products may be present.

Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. The role involves sitting most of the time with occasional walking and standing.

• Talking and hearing: Communicating detailed information accurately in person, by telephone, and through virtual meetings.

• Repetitive motions: Making substantial movements of the wrists, hands, and fingers while using a computer and standard office equipment.

Direct Reports:

None

Equal Employment Opportunity and Employment Status:

A.D.O.P.T. provides equal employment opportunities to all applicants and employees and strictly prohibits harassment or discrimination based on race, religion, age, color, sex, disability status, national origin, genetics, sexual orientation, protected veteran status, gender expression, gender identity, or any other characteristic protected under federal, state, or local law.

Consistent with the Americans with Disabilities Act (ADA), A.D.O.P.T. provides reasonable accommodation when requested by a qualified applicant or employee with a disability, unless the accommodation would cause an undue hardship. Requests for accommodation should be directed to the employee’s supervisor or Management.

Employment with A.D.O.P.T. is at will. Either the employee or A.D.O.P.T. may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.