Position: Bookkeeper – Accounts Payable
Reports to: Finance Director
Classification: Part-time, non-exempt
Start Date: As soon as possible
Hugo House Mission:
Hugo House is a nonprofit literary arts organization located in Seattle with a 20-year history as the city's hub for writers. In the fall of 2018, Hugo House moved into a new facility in the heart of the city, which has enabled dramatic growth in classes and event programming. One of the nation’s leading community-based centers for the literary arts, Hugo House has a vision to open the literary world to anyone who loves books or has a drive to write. Hugo House offers year-round creative writing programming for adults and youth, including everything from single-day classes to year-long workshops, readings and events, open mic nights, and summer writing camps.
The person in this position is a key Hugo House staff member, responsible for the full accounts payable cycle, ensuring payments to vendors and independent contractors are processed in an efficient and timely manner. This position will also maintain records and tracking for contract signatures and W-9s.
- Payment of invoices to vendors and independent contractors based on check requests approved by supervisors. Reconcile with AP tracking documents to ensure accuracy.
- Code expenses into QuickBooks to the correct GL account based on the nature of the expense.
- Print checks. Obtain authorized signatures for checks and distribute. Maintain tracking documents to ensure all vendors and independent contractors have been paid.
- Receive weekly downloaded credit card expenses and code into QuickBooks. Ensure all receipts have been filed with a copy of the credit card purchase request form.
- Ensure accurate filing/recordkeeping for all AP payments and backup documentation.
- Review stale checks and reprocess as necessary.
- Maintain tracking documents to ensure all vendors and independent contractors have submitted proper paperwork before services are rendered.
- Send out contracts for signature via DocuSign. Set up new vendors in QuickBooks before payment, obtaining W-9 forms and coding as 1099 vendors when appropriate.
- Provide other administrative support and bookkeeping tasks for Hugo House and its programs, as needed.
Skills & Qualifications:
- Share Hugo House’s commitment to building an antiracist organization
- Minimum of 2 years experience in Bookkeeping or Accounts Payable procedures
- Ability to work with detailed information with a high degree of accuracy
- Ability to be accurate and meet deadlines in a high-volume setting
- Ability to learn and follow procedures quickly
- Embraces process improvement and is comfortable making recommendations
- Strong organizational skills
- Experience using QuickBooks or similar accounting software
- Experience using Microsoft Office applications including Excel reference functions
- Preferred availability of at least two eight-hour shifts per week
We encourage applications from BIPOC (Black, Indigenous, and people of color) and other people underrepresented in literary arts administration. Hugo House is committed to becoming an antiracist organization and strives to remove barriers that might discourage any person from working here. It is Hugo House’s intent to maintain a diverse work force that represents our community. Our approach to diversity is intended to provide not only equal employment opportunities to minorities, women, and persons with disabilities, but also to recognize and value people with ethnic, cultural, and other differences, such as religion, ancestry, language, national origin, culture, age, gender, sexual orientation, and marital status.