Bookkeeper job description template

Position Identification

1. Position Summary

The Bookkeeper manages the day-to-day financial transaction processing and accounting records for [ORGANIZATION_NAME]. Operating in a small business environment, the role maintains full-cycle bookkeeping records including accounts payable, accounts receivable, payroll administration, bank reconciliations, and statutory remittance preparation. The position ensures that all financial transactions comply with internal operational controls and applicable Canadian accounting and payroll standards. The primary outcome of this role is the delivery of balanced, verified, and timely financial data that enables [OWNER_OR_MANAGER] to make informed operational decisions and facilitates seamless year-end closing with external public accountants.

2. Key Responsibilities

Role Accountabilities and Time Allocation

• Full-Cycle Accounts Payable (20%)

  • Verifies vendor invoices against purchase orders, delivery receipts, and approval thresholds before entering them into [ACCOUNTING_SOFTWARE].
  • Codes expenditures to correct general ledger accounts and cost centres to maintain clean cost allocation.
  • Prepares weekly or bi-weekly electronic funds transfers (EFT) and cheque payment runs for approval by [OWNER_OR_MANAGER].
  • Reconciles vendor statements monthly, investigates discrepancies, and resolves payment inquiries within [N_BUSINESS_DAYS] of receipt.

• Accounts Receivable and Billing (20%)

  • Generates and distributes accurate customer invoices and statements in [ACCOUNTING_SOFTWARE] based on sales orders and delivery documentation.
  • Records and applies incoming customer receipts including credit card payments, cheques, and electronic deposits daily.
  • Monitors aging accounts receivable balances, executes credit control procedures, and follows up on overdue accounts according to company collection timelines.
  • Prepares bank deposits and verifies merchant processing settlements against point-of-sale or online gateway reports.

• Payroll Administration and Records (15%)

  • Collates approved timesheets, hourly records, leave requests, and overtime logs from [HRIS_NAME] or timecards.
  • Processes regular payroll through [PAYROLL_SYSTEM], ensuring accurate gross-to-net calculations, statutory deductions, and benefit deductions.
  • Calculates and issues Records of Employment (ROE) via Service Canada within required statutory timelines following staff departures.
  • Maintains employee payroll files and processes annual payroll year-end filings including T4 and T4A preparation under the supervision of [OWNER_OR_MANAGER].

• Bank, Credit Card, and General Ledger Reconciliation (15%)

  • Conducts daily and monthly reconciliations for all operating bank accounts, credit card accounts, and payment clearing accounts.
  • Identifies, investigates, and resolves unposted items, duplicate entries, or banking discrepancies before month-end closure.
  • Prepares standard adjusting journal entries for depreciation, prepaid expenses, and accrued liabilities under the direction of [REPORTS_TO_TITLE].
  • Maintains supporting schedules for balance sheet accounts to substantiate trial balance integrity.

• Statutory Remittances and Tax Filings (10%)

  • Calculates and prepares federal and provincial sales tax returns (GST/HST and provincial sales taxes where applicable in [PROVINCE]) for review and filing.
  • Prepares monthly payroll source deduction remittances (CPP, EI, and income tax withholdings) for Canada Revenue Agency (CRA) submission.
  • Prepares provincial workers' compensation board reporting and remittance calculations (e.g., WSIB, WCB, CNESST depending on [PROVINCE]).
  • Compiles tax working papers and remittance confirmation receipts into organized audit-ready digital archives.

• Financial Reporting and Period-End Support (10%)

  • Generates standard monthly financial reports including Trial Balance, Balance Sheet, Income Statement, and Cash Flow summaries for [REPORTS_TO_TITLE].
  • Prepares monthly variance reports highlighting budget-to-actual deviations in operating expenses.
  • Assembles year-end working paper binders and transaction documentation for external chartered professional accountants.
  • Assists [OWNER_OR_MANAGER] with assembling historical transaction data for annual budgeting and cash planning exercises.

• Financial Records Management and Office Administration (10%)

  • Organizes and archives physical and digital financial records in [FILE_LOCATION] adhering to Canadian statutory retention standards.
  • Maintains the integrity and confidentiality of commercial and payroll information.
  • Provides ad-hoc administrative support for financial audits, insurance renewals, and banking administration.
  • Updates standard operating procedures for daily bookkeeping workflows to reflect system and process improvements.

3. Qualifications & Experience

Role Qualifications and Hiring Criteria

Note: Hiring criteria are established on bona fide operational requirements and evaluated in alignment with inclusive workplace and human rights principles.

4. Competencies

Core Role Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

Physical, Cognitive, and Environmental Demands Profile

Note: This profile supports accommodation and return-to-work assessments under Canadian Human Rights principles.

5.2 Performance Measures

Key Performance Indicators and Review Standards

5.3 Career Path

• Typical Prior Roles: Accounting Clerk, Accounts Payable Clerk, Accounts Receivable Specialist, Administrative Assistant with Bookkeeping Duties, Junior Bookkeeper.
• Typical Next Roles: Senior Bookkeeper, Full-Charge Bookkeeper, Accounting Supervisor, Office Manager / Controller (in small business), Financial Analyst.

5.4 Position Acknowledgement

This job description outlines the primary duties, responsibilities, and qualifications required for the Bookkeeper role at [ORGANIZATION_NAME]. It does not constitute an exhaustive list of all tasks that may be assigned. Operational priorities and workflows may necessitate reasonable adjustments to duties, reporting structures, or working arrangements. Any permanent structural amendments will be communicated with reasonable notice.

Employee Acknowledgement

I acknowledge that I have received, reviewed, and understood the responsibilities, expectations, and working conditions outlined in this job description.

Employee Name: ____________________________________________________
Employee Signature: _____________________________________________
Date: [DD-MMM-YYYY]

Manager Approval

Manager Name: _____________________________________________________
Manager Title: [REPORTS_TO_TITLE]
Manager Signature: ______________________________________________
Date: [DD-MMM-YYYY]

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