ABOUT AFFINITY STRATEGIES

Affinity Strategies is a full-service association management company (AMC) dedicated to helping professional and trade associations achieve their missions with excellence and efficiency. We provide strategic leadership, operational support, and comprehensive financial management to a portfolio of nonprofit member organizations. Our team is collaborative, mission-driven, and committed to delivering outstanding service to the associations we serve.

POSITION SUMMARY

Affinity Strategies is seeking an experienced Staff Bookkeeper to serve as the primary financial officer for our internal operations and the associations we manage. This is a high-impact, full-cycle accounting role responsible for all day-to-day financial operations across a portfolio of nonprofit clients — including accounts payable, accounts receivable, general ledger management, bank reconciliations, financial statement preparation, budget support, and compliance coordination.

This person will own the financial function end-to-end for multiple association clients simultaneously. The ideal candidate is a self-directed accounting professional with deep nonprofit experience who is comfortable managing complex, multi-entity environments and serving as the trusted financial resource for both internal staff and client volunteers. Experience with nonprofit fund accounting, Bill.com, and QuickBooks Online is essential.

Note: Tax return preparation (Form 990), formal audits, and tax filings are handled by outside specialists. All other accounting functions are the responsibility of this role.

KEY RESPONSIBILITIES

Banking & Fiduciary

• Assist in opening and managing client bank accounts, including CDs, in coordination with client-designated volunteer leaders; ensure appropriate signatories are on file
• Deposit checks into client bank accounts on a biweekly basis; compile and record deposit details and distribute check information to relevant staff
• Maintain read-only bank account access protocols for the COO and other authorized personnel
• Monitor investment account activity for clients; coordinate with volunteer leadership and the CEO on fund transfers following Board approval

Accounts Payable & Bill.com Management

• Own all AP functions across client accounts using Bill.com; review submitted invoices, assign account codes, and manage the weekly processing cycle (Wednesday review / Thursday payment)
• Process payments via check, ACH, and wire transfer; manage expedited payment requests with appropriate documentation and approvals
• Maintain vendor records in Bill.com; collect and securely handle W-9 forms for all vendors paid $2,000 or more annually; set up new vendors and verify documentation for compliance (TIN, address, etc.)
• Monitor uncashed checks at the 90-day mark; void and reissue payments as needed after confirming vendor information with Executive Directors
• Manage Affinity Strategies credit card usage for client charges; coordinate with the Office Manager on reimbursements and monthly client invoice coding
• Ensure stipends, honoraria, and award payments of $2,000 or more have a W-9 on file prior to payment; process reimbursements appropriately without W-9 requirement

Accounts Receivable

• Create and send invoices through Bill.com for member dues, event registrations, sponsorships, and exhibitor payments
• Maintain Bill.com invoice statuses and apply incoming payments (ACH, credit card, check) to open invoices accurately and promptly
• Prepare and distribute accounts receivable aging summaries as part of the monthly management report
• Coordinate with the Industry Relations team on corporate sponsor and exhibitor invoicing; notify staff when payments are received
• Work with Executive Directors to update membership databases when dues payments are recorded

General Ledger & Month-End Close

• Record and post journal entries across all client entities in QuickBooks Online (QBO)
• Perform monthly bank statement and credit card reconciliations for all clients
• Execute month-end and quarter-end close processes; maintain general ledger accuracy and integrity across the full client portfolio
• Prepare transaction reports for internal review in coordination with monthly financial statement delivery

Financial Reporting

• Prepare monthly and quarterly financial statements for all clients, including balance sheets, income statements, and budget-to-actual comparisons
• Distribute draft financial statements to Executive Directors approximately 6 weeks after period end; track review, requested reclassifications, and approvals within the two-week review window
• Upload approved financial statements to the appropriate client Basecamp folders; alert volunteer leadership when new statements are available
• Prepare financial summaries and supporting materials for client finance committee and Board meetings as requested

Budget Development

• Prepare annual budget worksheets for each client approximately 90–120 days prior to year-end, including YTD P&L, current-year budget, and a blank column for the upcoming year
• Work with Executive Directors through the budget drafting process; flag variances from the prior year and coordinate accuracy reviews
• Support the Executive Director and VP of Client Services in budget review and preparation for treasurer/finance committee and Board approval
• Load final Board-approved budgets into QBO for ongoing budget-to-actual tracking

Compliance & Vendor Documentation

• Manage W-9 and 1099 preparation support: ensure all required vendor documentation is on file; coordinate issuance of 1099 forms with outside tax specialists at year-end
• Manage international vendor documentation: collect IRS Form 8233 or W-8BEN from foreign individuals prior to payment; apply required 30% withholding unless a tax treaty applies; flag missing documentation and hold payments until forms are received
• Ensure Form 1042-S is prepared for each foreign payee at year-end in coordination with outside tax specialists; maintain accurate records of all foreign payments
• Support audit preparation by gathering and organizing required documents (minutes, financial records, explanatory notes) for outside auditors; coordinate timing and materials as needed
• Coordinate with outside specialists on Form 990 and tax return preparation; provide accurate financial data and records as requested

Multi-Client Operations & Communication

• Manage all financial functions across a portfolio of nonprofit association clients simultaneously, maintaining strict confidentiality and accuracy for each entity
• Serve as the primary financial point of contact for Executive Directors across the portfolio; respond to inquiries about vendor payments, invoice status, financial reports, and account activity
• Participate in client finance committee meetings; present financial statements and answer questions from volunteer leaders as needed (limited to complex financial discussions requiring direct accountant involvement)
• Maintain organized digital financial records in Dropbox, Basecamp, and Bill.com per Affinity Strategies document management protocols; ensure W-9s and sensitive documents are stored and transmitted securely