Accounting Assistant

Job Description:

Organization: Boys & Girls Clubs of Silicon Valley (BGCSV)

Location: San Jose, CA (Headquarters) – On-site part of the week

Schedule: Part-time, approximately 20 hours per week

Reports To: Controller

About Us

For over 70 years, Boys & Girls Clubs of Silicon Valley has provided safe, affordable, high-quality programs for local youth. We serve thousands of kids annually, helping them reach their full potential through education, character development, and healthy living. Behind the scenes, our Finance team ensures strong stewardship of the resources entrusted to us.

Position Summary

The Accounting Assistant supports the Finance Department with a focus on accounts payable, mail and check processing, program fee reconciliations, and staff expense submissions. Core tasks include entering bills in Bill.com, matching A/P transactions in QuickBooks Online, reconciling MyClubHub, scanning checks, and sending weekly reminders for staff expenses in Abacus. This role is ideal for someone who is detail-oriented, organized, and ready to support audit-ready operations.

Key Responsibilities (Approximate Hours/Week)

Bill.com / Accounts Payable (~6–7 hrs/week)

• Enter and process vendor invoices into Bill.com for approval and payment.
• Ensure proper coding to grants, programs, and departments.
• Maintain accurate vendor records and filing.

Mail & Check Processing (~2 hrs/week)

• Open and date-stamp incoming finance mail.
• Scan checks received and save electronic copies in the proper folders.
• Maintain organized digital and paper filing systems.

MyClubHub Reconciliation (~4 hrs/week)

• Review daily activity in MyClubHub (fees, memberships, deposits).
• Reconcile to QuickBooks Online and deposit logs.
• Investigate and resolve discrepancies.

QuickBooks Online Matching (~3–4 hrs/week)

• Match A/P transactions in QBO to Bill.com payments and bank activity.
• Research and clear unreconciled items.

Abacus Expense Management (~2 hrs/week)

• Send weekly reminders for staff to submit expenses in Abacus.
• Track pending reports and follow up on late submissions.

Other Finance Support (~2 hrs/week)

• Assist with month-end close and audit preparation.
• Maintain deposit and reconciliation logs.
• 2 hours of CPE per quarter (8 annually)

Qualifications

Required

• 1–3 years of accounting, bookkeeping, or related clerical experience or an accounting student.
• Hands-on experience with Bill.com and QuickBooks Online.
• Proficiency with Microsoft Excel (sorting, filters, basic formulas).
• Strong attention to detail, organizational skills, and confidentiality.

Preferred

• Familiarity with Salesforce or membership/fee systems.
• Experience with Emburse or other expense management tools.
• Interest in finance or finance experience.

Compensation & Benefits

• Pay: $24–$26 per hour, depending on experience.
• Part-time, non-exempt position (approx. 20 hours per week).
• Professional development opportunities and the chance to support a mission-driven organization.

Equal Opportunity

BGCSV is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.