Bookkeeper/Office Manager/HR- Part-Time

Bookkeeper/Office Manager/HR- Part-Time

Title: Bookkeeper/Office Manager/HR

Reports to: President/CEO

Salary: $15-$18/hour

Job Type: Part-Time 30-40 hours a week

Job Summary

Local Company is seeking a part-time Bookkeeper/Office Manager to work in Tulsa. Office is located in Downtown Tulsa. The parent company has 12 Business Units that reside under it and bookkeeping duties below will encompass all 12 businesses in addition to any future purchases or expansions. Starting compensation will be $15-$18/hour and the hours of operation are 8:00-5:00 p.m. Monday through Friday. This position will begin with about 30-40 hours a week. The professional hired must have 2-3 years of accounting or bookkeeping experience and be an entrepreneurial oriented self-starter. Business environment is fast paced and creative and anyone hired must be able to work well and contribute in this setting.

Office Duties:

• Opening, dating and distributing mail
• Drafts correspondence, memoranda, etc., for internal and/or external distribution.
• Responsible for taking calls on all lines and distributing messages on a timely basis
• Assist Accountant with data input and checks
• Insure office files are maintained
• Receive and deliver weekly request for meetings/events to executives, rsvp and schedule
• Manage calendar and schedule meetings
• Schedule quarterly investor meetings
• Responsible for establishing and maintaining official documents and records in appropriate files. Also, responsible for office organization, supplies, etc. .
• May be asked to attend some meetings, seminars, etc., possibly to take notes or furnish information.
• Running errands as needed
• Filing, organizing e-mail and corresponding on behalf of staff
• Keeping accurate and organized calendars and assisting in preparing for meetings
• Manage and update donation tracking system to keep track of all donations and supported charity events for the year
• Assist in buying gifts for birthdays, helping to identify recognitions for community members;
• Performs such other duties as may be assigned.

Bookkeeping Duties:

• Closing out books each month and Quarter
• Work with Accountant CPA to review financials and adjust any entries to reflect appropriate categories

• Setting up AP and AR in system and managing AP and AR process including customer collections and payment to vendors. Collection letters and phone calls may be required.
  • AP functions include entering and reconciling POs and AP invoices, conducting regular check runs, paying bills, and maintaining vendor files.
  • AR functions include processing credit applications and customer insurance information, mailing invoices, entering customer payments, monitoring customer accounts, and performing collection tasks.
• Reconciliation of loan reports to ensure timely payoffs and reconcile any outstanding transactions.
• Manage all Bank Reconciliation
• Making bank deposits
• Manage and make all vendor payments
• Cost accounting product costing and inventory valuation and tracking

Provide timely and accurate monthly, quarterly and annual financial reporting (P&L, Balance Sheet, Cash Flow Statement).

Maintain physical (paper) and electronic filing.

Monitor and review accounting and related system reports for accuracy and completeness.

• Input information into QuickBooks
• Reconciliation of Bank accounts
• Assist with Payroll processing as needed- verifying time cards

Input all necessary payroll information into QuickBooks to produce payroll for employees

• Pay invoices
  • Print out checks that are approved for payment by due date and vendor
  • Get Controllers/CFO approval and signatures
  • Prepare checks for mailing
  • File check stubs by vendors
• Manage invoicing:
  • Date Stamp invoices
  • Code invoices
  • Match POs with invoices
  • Match PO price with invoices
  • Enter Due date on invoices
  • File all invoices
• Prepare daily deposits
• Assist customers with billing questions
• Set up new vendors/customers in system and make modifications to existing vendors/customers as needed within QuickBooks
• Run Sales tax reports for previous months and enter data into spread sheet for in-line reporting
• Enter Sales orders into system
• Run reports as needed

Human Resources Duties:

Maintains all HR files and ensures the timely completion of all required HR forms and documentation, including tax and medical insurance information.

Manage 1099 documentation, tracking and preparation.

Dispute and track unemployment claims

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to maintain strict confidentiality of all activities, travel plans, financial information, etc.
• Thorough knowledge of modern office practices and procedures and the use of computers, office machines and equipment.
• Ability to understand and interpret pertinent policies and procedures clearly and accurately.
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, the media, representatives from all levels of government, civic organizations, business professionals, and the general public.
• Ability to project a positive, concerned image to the public.
• Ability to communicate effectively orally and in writing.
• Sufficient skill in typing and the ability to take sufficient notes at a meeting to prepare an accurate record of events.
• Excellent organizational skills
• Ability to be proactive and identify and complete assignments with minimal supervision.
• Ability to establish priorities, work independently, and proceed with objectives without supervision.
• Ability to handle and resolve challenging problems.

Ability to adhere to accounting policies, procedures and internal controls to maintain and ensure the accuracy and integrity of the companys financial and accounting operations.

Ability to support the Company in compliance with local, state, and federal tax and accounting reporting requirements.

Supervisory Responsibilities: The professional hired will not be responsible for supervising any staff.

Experience

Intermediate proficiency in QuickBooks software Preference placed on professionals with experience working within QuickBooks Enterprise Solutions

Bachelors degree or equivalent in accounting, finance, or a closely related field. 2-3 years of accounting or finance work.

• Advanced computer skills to include spreadsheet and word processing software, and financial computer system. Knowledge of establishing IT and phone systems a plus.

Company Conformance Statement:

In the performance of their respective tasks and duties the employee hired will be expected to conform to the following:

Perform quality work within deadlines with or without supervision

Interact professionally with other employees, customers and suppliers.

Work effectively as a team contributor on all assignments.

Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Physical Demands

Physical requirements for positions include: arm and hand steadiness and finger dexterity enough to use a keyboard and telephone; occasional lifting up to 25 pounds; may be subject to walking, standing, sitting, and reaching; and vision, speech, and hearing sufficient to perform the essential tasks. Any physical restrictions should be discussed or noted within the interview process.