Administrative Assistant/ Office Manager

Mostly Remote-

Overview: We are seeking a meticulous and detail-oriented Part-Time Accountant to join our small office team. The ideal candidate will be proficient in QuickBooks Pro and possess strong accounting skills, particularly in payroll management, invoicing, billing, accounts payable (AP), and accounts receivable (AR). This role offers an opportunity to contribute to the financial health and efficiency of our organization on a part-time basis.

Hours are flexible. Person must be local as they will need to come into the office for initial training and for the occasional meeting.

Responsibilities:

Payroll Management:

1. • Process payroll accurately and in a timely manner using QuickBooks Pro.
   • Ensure compliance with payroll regulations and company policies.
   • Maintain employee payroll records and handle any payroll-related inquiries.

Invoicing and Billing:

1. • Generate invoices for products and services rendered to clients.
   • Monitor accounts receivable and follow up on outstanding payments.
   • Coordinate with clients to resolve billing discrepancies and ensure timely payments.

Accounts Payable (AP):

1. • Manage accounts payable process including vendor invoices, expense reports, and reimbursements.
   • Verify accuracy of invoices and obtain necessary approvals for payments.
   • Process payments through QuickBooks Pro and maintain organized records of transactions.

Accounts Receivable (AR):

1. • Monitor accounts receivable aging report and follow up on overdue payments.
   • Reconcile customer accounts and resolve any billing issues or discrepancies.
   • Prepare and send periodic statements to clients and maintain communication regarding outstanding balances.

Financial Reporting:

1. • Assist in preparing financial reports such as income statements, balance sheets, and cash flow statements.
   • Provide financial analysis and insights to support decision-making processes.
   • Assist in year-end financial activities and audits as needed.

• Ensure timely payment of taxes (both Withholding and Unemployment Taxes) for all states where the company conducts business.
• Set up accounts with any new states where employees work and taxes will be withheld.
• File appropriate tax reports for each state where taxes are being withheld; submit within reporting deadlines (weekly, monthly, quarterly, yearly) to avoid late fees or filing penalties.

General Accounting Support:

1. • Assist with month-end and year-end closing procedures.
   • Maintain accurate and organized financial records and documentation.
   • Collaborate with other team members to support overall financial operations and objectives.

Qualifications:

• Associate's degree in Accounting, Finance, or related field preferred.
• Proven experience in accounting or bookkeeping role, preferably in a small office environment.
• Proficiency in QuickBooks Pro and Microsoft Excel.
• Strong understanding of accounting principles and practices.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Attention to detail and accuracy in data entry and financial calculations.
• Effective communication skills, both verbal and written.
• Ability to work independently and collaborate with team members as needed.
• Knowledge of payroll regulations and compliance requirements is a plus.
• Bilingual English-Spanish is a plus