How to write a QuickBooks bookkeeper job description

Hiring a QuickBooks bookkeeper with the right blend of accounting skills and QuickBooks proficiency begins with writing a strong job description. This can help you find qualified candidates who can enhance financial accuracy and boost overall operational efficiency in your organization.

Writing a QuickBooks bookkeeper job description that accurately captures the specific skills, responsibilities, and qualifications necessary for the role is tricky. A vague description can hinder interest or draw in ill-equipped applicants. Hiring such applicants might lead to financial errors, compliance issues, and legal and tax penalties.

In this article, we help you navigate the challenges to create an accurate and compelling QuickBooks bookkeeper job description.

What is a QuickBooks bookkeeper?

A QuickBooks bookkeeper manages a company’s financial records using Intuit's QuickBooks, a popular accounting software. Their role involves recording transactions, processing payroll, reconciling accounts, and generating financial reports.

They have in-depth knowledge of QuickBooks' features, allowing for efficient navigation through its complex functionalities to support an organization's specific accounting needs – whether in small businesses, large corporations, or non-profit sectors.

Key skills to look for in QuickBooks bookkeepers

To find the best QuickBooks bookkeeper candidates, you should be familiar with the key skills used in the role. Here’s an overview of hard and soft skills to seek in candidates:

Hard skills

• Proficiency in QuickBooks. Prioritize in-depth knowledge of QuickBooks-specific functionalities, such as customized report generation, integrated payroll management, and advanced data import/export techniques.

• QuickBooks software integrations. Proficiency integrating QuickBooks with other financial software and systems can optimize your overall accounting processes.

• QuickBooks customization. This is the ability to tailor QuickBooks settings and features to meet a company's specific accounting needs, including setting up industry-specific charts of accounts.

• Accounting principles. Look for candidates with a strong understanding of basic and advanced accounting principles applicable in various business settings.

• Financial reporting, the ability to generate accurate financial statements and custom reports within QuickBooks.

• Data entry and reconciliation. Candidates skilled in entering financial data and reconciling accounts help ensure accuracy and integrity.

Soft skills

• Attention to detail for ensuring accuracy in financial records and reports.

• Problem solving for identifying discrepancies in financial data and resolving issues efficiently.

• Time management for managing multiple tasks and meeting deadlines, crucial in fast-paced environments.

• Communication skills for explaining complex financial information to non-finance personnel and collaborating with team members.

How to write an effective QuickBooks bookkeeper job description

These three best practices can help you write a comprehensive QuickBooks bookkeeper job description to attract suitable candidates.

1. Stress the importance of custom reporting

One of the critical roles of a QuickBooks bookkeeper is to generate custom financial reports that aid in business analysis and strategy. State your expectation for candidates to have experience or the ability to learn how to create and manage custom reports in QuickBooks.

Here’s an example: "Applicants should be adept at utilizing QuickBooks' reporting features to generate custom financial reports that track key performance indicators and support strategic business decisions."

2. Specify technological skills beyond QuickBooks

While proficiency in QuickBooks is a given, it’s beneficial for a QuickBooks bookkeeper to understand how to use related software and systems, such as Excel, cloud-based accounting tools, or specific CRM systems that integrate with QuickBooks. 

If your position demands proficiency in other software and systems, clarify this. For example, you might say, "Ideal candidates will also be proficient in Microsoft Excel and familiar with integrating QuickBooks with other financial management tools and systems for streamlined operations."

3. Detail financial tasks and proficiency

Outline the specific financial tasks the bookkeeper will be responsible for, emphasizing how they’ll perform these tasks using QuickBooks. This tells candidates which skills they’ll need and the level of proficiency desired.

For instance, you might say "The ideal candidate will regularly perform account reconciliations, payroll processing, and monthly financial reporting directly within QuickBooks. Proficiency in setting up automated billing and subscription management in QuickBooks is a plus."

QuickBooks bookkeeper job description template

Source the best candidates for your QuickBooks bookkeeper role with a thorough job description. You can customize the following job description template to create your own.

Company introduction

Write a paragraph introducing your company. Describe its mission, services and products, work culture, and relevant industry achievements. Talk about how the QuickBooks bookkeeper will function at your company and their impact on operations and progress.

Benefits of working with [your company]

List benefits that will appeal to top QuickBooks bookkeeper candidates. You can start with the essential benefits, like a competitive salary and insurance, and then list additional perks of working for your company. Examples include:

• Performance bonuses

• Flexible working hours

• Support for further QuickBooks certifications and other professional training

QuickBooks bookkeeper job brief

[Company name]

Job title: QuickBooks bookkeeper

Reports to: [For example, financial controller or accounting manager]

Position type: [Full-time or part-time]

Location: [For example, remote, hybrid, or on-site (specify address if relevant)]

Salary and benefits: [For example, competitive salary based on experience, health insurance, retirement savings plan, etc.]

Responsibilities and duties

• Manage all day-to-day bookkeeping and accounting processes, including A/P, A/R, payroll, journal entries, and bank reconciliation in QuickBooks.

• Generate accurate monthly financial reports, including income statements, cash flow statements, and balance sheets using QuickBooks.

• Ensure accurate and timely payroll processing, including deductions, benefits, and taxes, while complying with federal and state regulations.

• Maintain an orderly financial filing system and ensure the confidentiality and security of all files.

• Prepare and submit VAT/sales tax returns and other statutory filings.

• Assist with budget preparation and financial forecasts, providing insights into financial health and performance.

• Coordinate with external auditors and provide required information for annual audits.

• Stay current with QuickBooks updates, features, and best practices – and recommend improvements to internal accounting processes.

Skills and qualifications

Required skills and experience

• Proven experience as a bookkeeper or similar role, specifically using QuickBooks

• Strong understanding of accounting principles and financial reporting

• Proficiency in QuickBooks customization to improve bookkeeping workflow

• Ability to analyze financial data and generate reports using QuickBooks

• Excellent attention to detail, problem-solving ability, and organizational skills

• Strong communication skills, capable of working collaboratively with a team

• Desire to stay updated on the latest QuickBooks features and standards

Preferred skills and experience

• QuickBooks ProAdvisor certification

• Experience in payroll processing and tax filing within QuickBooks

• Familiarity with integrating QuickBooks with other software (e.g. CRM systems, Excel)

• Bachelor's degree in accounting, finance, or related field

3 mistakes to avoid when writing a QuickBooks bookkeeper job description

Here are three pitfalls to avoid to ensure your QuickBooks bookkeeper job description targets the ideal candidates.

1. Not specifying data analysis and reporting skills

Failing to emphasize the importance of data analysis and financial reporting skills specific to QuickBooks can attract unqualified candidates.

QuickBooks bookkeepers must do more than just input data – they should be able to analyze financial data within QuickBooks to generate insightful reports that drive business decisions.

Your job description should highlight the need for strong analytical skills and the ability to use QuickBooks' reporting functions to create customized financial reports and forecasts.

2. Underestimating the importance of regulation knowledge

Don’t downplay the importance of financial regulations, which can vary significantly. A QuickBooks bookkeeper must be familiar with these to ensure your company's compliance. Failing to emphasize the importance of local regulation knowledge in your job description could lead you to hire someone unfamiliar with these critical requirements.

Be sure to include a requirement for knowledge or experience with local financial regulations and tax laws in the job description. For example, you might say that "familiarity with [specific local/state tax laws and financial regulations] is essential."

3. Omitting the need for continuous QuickBooks education

QuickBooks frequently updates its software, introducing new features and compliance standards. You should state that candidates must be proactive in updating their QuickBooks knowledge and skills through formal training, certifications, or self-directed learning.

Next steps: Attracting and assessing QuickBooks bookkeeper candidates

Once you've written your QuickBooks bookkeeper job description, post it on job boards, social media, and other channels to bring in applicants. To effectively evaluate your applicants, you can then use talent assessments.

TestGorilla’s talent assessment platform offers various skills tests for evaluating candidates for financial roles. Here are five tests specific to the QuickBooks bookkeeper position that you can use:

• QuickBooks skills test (US version) to evaluate your candidates' skills in the US version of QuickBooks.

• QuickBooks online test (UK version) to assess candidate proficiency in the UK version of QuickBooks.

• Financial accounting test (US GAAP) to check candidates' skills in recording, documenting, reporting, and interpreting accounting transactions according to US GAAP.

• Accounts payable test to assess candidates' skills in managing and reconciling accounts payable and finding missing information.

• Financial management test that focuses on candidates' ability to manage finances to minimize risks and maximize profits.

You can combine these role-specific tests with other test types, including personality and culture tests and cognitive ability tests. Since every company has distinct financial needs and work environments, TestGorilla enables you to merge up to five tests to create personalized assessments targeting the ideal fit for your position.

Finally, let’s cover some answers to frequently asked questions when it comes to writing a QuickBooks bookkeeping job description.

FAQs

Is a QuickBooks bookkeeping certification important?

Yes, a QuickBooks bookkeeping certification can be important. It validates a candidate’s expertise and proficiency with QuickBooks. It also ensures they’re current with the latest accounting practices and software updates.

However, while certification can attest to a person's technical skills with QuickBooks, it doesn't necessarily reflect their overall bookkeeping proficiency. To verify candidates’ skills, you should use talent assessments rather than relying on degrees and certifications. 

What is the hourly rate for a QuickBooks bookkeeper?

The hourly rate for a QuickBooks bookkeeper can vary based on factors like geographical location, level of experience, certifications, and the complexity of the bookkeeping tasks. According to ZipRecruiter, the estimated average hourly pay for a QuickBooks Bookkeeper in 2024 is $26.12 per hour.

Hire top QuickBooks bookkeepers with TestGorilla

A QuickBooks bookkeeper is integral to the financial health and operational efficiency of any business that uses the software. A good job description is vital for finding candidates who can leverage QuickBooks to support daily transactions and contribute to the broader financial strategy.

To use a skills-based approach and hire the ideal candidate, TestGorilla offers hundreds of tests to help you assess each candidate’s fit for the role and your company. This insight can boost recruitment and help you hire the best QuickBooks bookkeeper.

Learn more about TestGorilla by booking a free live demo – or sign up for a free account today.