HOURCAR is a nonprofit carshare organization dedicated to providing sustainable and equitable transportation solutions across the Twin Cities. We work at the intersection of mobility, environmental responsibility, and community access. The Bookkeeper plays a key role in assisting the business manager in the financial operations of HOURCAR run smoothly and efficiently.

The bookkeeper supports HOURCAR’s financial and operational functions by managing payroll, accounts receivable and payable, and insurance documentation. Responsibilities include processing payroll through ADP, responding to employee inquiries, tracking and invoicing grant-related expenses, managing vendor payments through Bill.com, and maintaining accurate financial records in QuickBooks and Expensify. The position also handles vehicle insurance claims and documentation, ensuring timely filing, policy updates, and asset tracking.

Key Duties & Responsibilities

Payroll

· Review time sheets for completeness and accuracy, including proper program/departmental coding

· Receive and enter mileage and reimbursement requests

· Process HOURCAR payroll through ADP Time & Attendance

· Respond promptly to questions from employees regarding paychecks, direct deposit and/or

· General payroll questions

· Handle any escalated payroll matter from staff and managers in a timely manner

· Troubleshoot problems with paychecks, tax deductions, vacation and sick accruals, and other payroll-related matters

· Run and prepare reports, including PTO usage reports for managers, on a regular basis

Accounts Receivable

· Track reimbursable hours and expenditures for grants

· Prepare invoices in Quickbooks for grants and other receivables and submit timely

· Ensure invoices are paid within the allocated timeframe (generally net 30 terms)

· Deposit checks, enter deposits and electronic payments into Quickbooks

Accounts Payable

· Enter all paper and electronic invoices into Bill.com for signature in a timely manner

· Respond to questions from outside vendors and others regarding payables

Reporting/Expense Tracking

· Ensure that all credit card receipts are entered timely and properly coded in Expensify

Insurance /Vehicle Acquisitions

· File all necessary paperwork for insurance claims on vehicles

· Track progress of claims

· Track payments payable/receivable

· Regularly audit vehicles to ensure all are on the insurance policy

· Remove/add vehicles to insurance policy as required

· Work with insurance agents to ensure effective management of insurance claims

· File titles and lien documents

· Enter vehicles into asset tracking database

Other

· Maintain, reconcile, and report on the petty cash fund Maintain an accurate and organized file system

· Process out of cycle checks, payroll garnishments and employee separations on an as-needed basis

· Other duties as assigned

Q ualifications

· Associate degree in accounting or business administration, or 3+ years of equivalent business experience

· Knowledge of nonprofit bookkeeping and generally accepted accounting principles (GAAP)

· QuickBooks and Excel expertise

· Experience with Expensify and Bill.com a plus

· Basic understanding of non-profit business operations

· Excellent written and verbal communication skills

· Ability to understand financial data, processes, and procedures

· Perform job responsibilities in an efficient and timely fashion

· Computer proficiency in Word

· High degree of attention to detail, accuracy, and organization

· Friendly and customer service oriented

· Ability to interact with diverse audiences effectively and cordially, including respecting staff members’ identities, using correct pronouns, and distinctive styles of learning and interacting

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

At HOURCAR, we believe that diversity strengthens our team and enhances our ability to fulfill our mission. We strongly encourage individuals from all backgrounds and identities to apply. If you feel you meet most, but not all, qualifications listed here, we encourage you to submit your application.