JOB SUMMARY

The Bookkeeper is responsible for the accurate and timely processing of financial transactions, with primary ownership of the Accounts Payable and Accounts Receivable functions. This role ensures that all invoices are entered, verified, and paid for on time while maintaining complete and accurate records in QuickBooks. This position requires strong attention to detail, organization, and accountability, as it directly impacts vendor relationships, cash flow, and financial reporting accuracy across multiple entities.

ESSENTIAL FUNCTIONS

The core function of this role is to ensure that all vendor obligations are processed accurately and paid on time, while maintaining organized, audit-ready financial records. Accounts Payable Processing (Primary Function) Enter invoices daily from multiple sources including TMW, mail, accounting email, and internal submissions Maintain organized digital and physical filing systems, including scanning and document attachment Ensure all invoices are properly supported, approved, and recorded Apply deposits to invoices Run statements on overdue balances Assist with filing of completed (paid) transactions Bill Pay Preparation & Check Processing Prepare weekly bill pay, including ACH, EFT, bank transfers and paper checks Print and process checks, ensuring all supporting documentation is attached Prevent duplicate payments and verify accuracy of payment amounts Maintain organized records of all payments and supporting documentation Vendor Statement Reconciliation Reconcile vendor statements to accounts payable balances monthly, as received Research and resolve discrepancies, including missing invoices or credits

• Manage and reconcile company credit card statements

• Communicate with vendors and the Parts Department, as needed, to ensure account accuracy Banking & Cash Handling Prepare and complete weekly bank deposits Monitor and process daily check exceptions and bank-reconciliations Ensure proper application of payments and deposits within QuickBooks Financial Record Accuracy & Compliance Maintain accurate, up-to-date financial records across all entities Ensure all transactions are properly documented and audit-ready Support internal controls by following established accounting procedures Maintain vendor records, including W-9 documentation

OTHER DUTIES

Order and manage office supplies Bill customers Perform daily checks within Conservis system Process and maintain spray reports Complete data entry projects as assigned (e.g., crop costing, manure tracking) Maintain forage sample records Track and input WNY manure data into spreadsheets Manage H2A time logs Other duties as assigned

SUPERVISORY DUTIES

This position does not have supervisory responsibilities

EDUCATION & EXPERIENCE

High School Diploma or equivalent required Associate degree (AAS) in Accounting preferred 2-5 years of bookkeeping or accounts payable / receivable experience required Experience with QuickBooks required Experience in agriculture or multi-entity environments preferred

KNOWLEDGE, SKILLS & ABILITIES

Accuracy & Attention to

Detail:

High level of precision with minimal errors

Time Management:

Ability to meet deadlines and manage recurring weekly workflows (especially bill pay cycles)

Organization:

Strong document management and filing discipline

Accountability/Ownership:

Takes full responsibility for AP process from entry through payment

Problem Solving:

Ability to identify discrepancies and resolve issues independently

Multi-Entity Processing:

Ability to manage transactions across several companies

Communication:

Professional communication with vendors and internal stakeholders

Curiosity:

Ability to take initiative and ask questions

Confidentiality:

Maintains discretion with sensitive financial information

Technology Proficiency:

QuickBooks, Excel, email systems, and data management tools

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. General office environment located on a farm site Full-time schedule (Monday-Friday) Regular computer and data entry work Ability to lift up to 25 pounds Business casual work environment

POSITION ACCOUNTABILITY STATEMENT

(Key Expectation) This role is fully accountable for ensuring that all bills are: Entered accurately Paid on time Properly documented Reconciled and reflected correctly in QuickBooks Success in this position is measured by accuracy, timeliness, organization, and the ability to maintain clean, reliable financial records across all entities.

Pay:

$22.00 - $26.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Disability insurance Health insurance Health savings account Life insurance Paid sick time Paid time off Retirement plan Vision insurance

Work Location:

In person