Request for Proposal : Bookkeeper

Knoxville Family Justice CenterKnoxville, TN, US

job_description.job_card.variable_days_ago

serp_jobs.job_preview.job_type

serp_jobs.job_card.full_time

job_description.job_card.job_description

Job Description

Salary :

Request for Proposal : Bookkeeping Services

1. Introduction and Background

1.1. Organization Overview :

The mission of the Knoxville Family Justice Center is to facilitate a coordinated and comprehensive approach to ending domestic violence through collaboration, education, and advocacy.

President George W. Bush announced the creation of the Presidents Family Justice Center Initiative, which provided funding to establish 15 family justice centers nationwidethe Knoxville Family Justice Center is one of these, opening in May 2006.

The Knoxville Family Justice Center serves as the hub for domestic violence services and support in Knoxville and Knox County. This one-stop shop center offers co-located services for victims and their children, including legal assistance and social support. Family justice centers are being replicated across the nation and around the world.

1.2. Purpose of the RFP :

The objectives are to enhance financial transparency, maintain compliance, and improve process efficiency.

The Knoxville Family Justice Center invites qualified bookkeeping firms or individuals to provide comprehensive bookkeeping services.

This role requires a strong understanding of nonprofit accounting principles, attention to detail, proficiency in accounting software, the ability to maintain confidentiality, and the ability to collaborate with other staff members.

The contractor will maintain accurate financial records by recording daily transactions, managing accounts payable and receivable, processing payroll, reconciling bank accounts, preparing financial reports for management and the board, and helping with 990 filings and grant compliance.

1.3 About this Document :

This RFP outlines the scope of work, requirements, and the process for submitting a proposal.

2. Scope of Work and Services Required

The bookkeeper will be responsible for recording, tracking, and summarizing KFJC's financial transactions, ensuring accurate and up-to-date financial records.

2.1. General Bookkeeping :

Manage the chart of accounts.

Perform monthly bank and credit card reconciliations.

2.2. Accounts Payable and Receivable :

Process invoices and prepare payments to vendors.

Manage and track accounts receivable, including donations and grants.

2.3. Financial Reporting :

Prepare and provide monthly, quarterly, and annual financial statements (e.g., Statement of Financial Position, Statement of Activities, Statement of Cash Flows).

Prepare and present customized reports as needed by the Board or management (e.g., budget-to-actual reports, grant-specific reports).

2.4. Payroll Management (if applicable) :

Process payroll, including tax withholdings and filings.

Prepare W-2 and 1099 forms.

2.5. Budgeting and Forecasting :

Assist with the annual budget creation process.

Provide variance analysis to compare actual results to the budget.

2.6. Audit and Compliance Support :

Prepare for and assist with the annual financial audit.

Ensure compliance with all relevant regulations, including those specific to non-profits (e.g., FASB, GAAP) and grant funder requirements.

Prepare documents and forms for tax filings (e.g., Form 990).

2.7. Technology and Software :

QuickBooks accounting software and Bill.com are currently used.

3. Proposal Requirements and Submission

3.1. General Information :

Full legal name of the firm / individual.

Primary contact person, including title, email, and phone number.

Number of years in business.

Description of your firm's structure, size, and relevant experience.

3.2. Project Understanding and Approach :

Describe your understanding of the needs of a non-profit organization.

Detail your proposed approach to fulfilling the scope of work outlined in this RFP.

Explain your proposed communication plan and the frequency of meetings / updates.

3.3. Qualifications and Experience :

Provide a list of non-profit clients you have worked with, and a brief description of the services provided.

Provide at least three professional references from non-profit clients.

Describe the experience and qualifications of the specific individual(s) who will be assigned to our account.

3.4. Fee Proposal :

Provide a detailed fee structure. This can be an hourly rate, a fixed monthly retainer, or a combination of both.

Specify what is and is not included in the proposed fee (e.g., software subscription costs, special reports).

Outline any additional or potential costs.

3.5. Timeline and Due Date :

Proposals must be submitted electronically to MClayton@fjcknoxville.org by October 17, 2025.

In-person or virtual interviews with selected firms will be conducted during the week of October 20th.

The anticipated start date for the engagement is November 3, 2025.

4. Evaluation Criteria

4.1. The following criteria will be used to evaluate proposals :

Overall understanding of the project and the needs of a non-profit.

Relevant experience and qualifications with non-profit organizations.

Proposed approach and methodology.

Fee proposal and cost-effectiveness.

References and client feedback.

5. Contact Information

For any questions regarding this RFP, don't hesitate to get in touch with Michelle Clayton, Executive Director, atMClayton@fjcknoxville.org by October 17, 2025. All questions and answers will be provided to all applicants.

serp_jobs.job_alerts.create_a_job

Bookkeeper • Knoxville, TN, US

Job_description.internal_linking.related_jobs

serp_jobs.job_card.promoted
serp_jobs.job_card.new