office manager/ book keeper

Office Manager / Bookkeeper Job Description
Job Title: Office Manager / Bookkeeper
Department: Business Operations
Reports To: President

Position Summary: Manages a variety of general office activities by performing the following
duties personally or through subordinate supervisors.
Essential duties and responsibilities include the following. Other duties may be assigned.

Office Management:
• Office reception including: answering phones, forwarding calls, checking for messages,
mail distribution, greeting of delivery people and visitors. General formatting, printing and
copying of administrative documents.
• Oversee and work with the President of the following aspects of Human Resources:
Maintain attendance records and ongoing attendance log. Approve employee requested
Manage employee personnel files. Provide payroll documentation to President semimonthly and provide tabulation of non-salaried employee’s timesheets. Assist with annual
if needed, and communicating specifics to team. Assist Team Members with general
questions concerning benefits and/or SARSEP retirement plan. Collaborate with outside
PEO on new hires, company policy and manuals, employee job descriptions, etc.
• Perform onboarding and offboarding of Team Members with President and/or manager.
Which includes, but is not limited to: Employee setup / termination and documentation,
orientation, review of office policies, exit interviews, etc.
• Preparation of shipments and accepting delivery of FedEx and couriered packages,
including maintaining supplies.
• Office preparation including: printing color copy log sheets; making coffee; loading,
cleaning reception area and copier/fax machine
upkeep. Cleaning of conference room and white board weekly or as needed. Stocking of
refreshments in kitchen and general office errands. Maintain office equipment and
supplies, including communication with building management.
• Assist in coordination of employee and company recognition programs, including
2
birthdays, service anniversaries, anniversary of the company, Christmas Party,
etc.
• Maintain business insurance policies, track dates of renewal and request certificates of
insurance. Make travel arrangements for Executives.

Finance:
• Accounts Receivable responsibilities including: Client setup and account maintenance.
Compile invoices using task/job costing and percentage complete practices. Assemble and
input estimates using current and historical data. Process incoming payments via mail,
ACH, and credit card processing. Assure timely collection of monies due to corporation.
• Accounts Payable: Vendor setup and account maintenance. Provide purchase orders to
vendors and employees, process incoming invoices, print checks and handle vendor
inquiries. Manage employee credit card accounts and vendor 1099 disbursements.
• Preparation of monthly, quarterly and annual financial reports, tax documents (Franchise
Tax calculations, Sales/Use Tax), Job Schedules. Maintain the Fixed Asset and associated
depreciation schedules. Month-end and yearly closure of accounting software. Prepares
general ledger entries and maintain Chart of Accounts, records and files; reconciling
accounts.
• Manage petty cash fund and reconcile monthly.
• Provide President with insights, recommendations as needed.
• Provide quarterly financial executive summaries and present to President.
New Business:
• RSW new business responsibilities include compiling prospect lists, coordinating new
business meetings with company leadership and managing internal schedules
• Responsible for RSW Direct Mail new business mailings according to schedule.
Account Support:
• Serve as a client / vendor liaison on select projects and/or on select aspects of projects in
support of primary account manager.
• Duties would include, but not be limited to client and vendor contact, schedule
management, budget management, website content updates, and project coordination
with creative team.
• Communicate all relevant information and updates to primary account manager.

Qualifications: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required.
Education/Experience: Four-year college or university program certificate; or four to six years
related experience and/or training; or equivalent combination of education and experience.
Language Ability: Ability to read, analyze, and interpret general business periodicals,
professional journals, technical procedures, or governmental regulations. Ability to write reports,
business correspondence, and procedure manuals. Ability to effectively present information and
respond to questions from groups of managers, clients, customers, and the general public.
Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic
algebra and geometry.
Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete
variables in situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
Computer Skills: To perform this job successfully, an individual should have knowledge of Word
Processing software and Spreadsheet software.
Salary: Salary is negotiable and commiserate with skills.
Flexibility: This is a 40 per week position.
Certificates and Licenses: No certifications needed
Supervisory Responsibilities: manage office team.
Work Environment: Very friendly atmosphere
Physical Demands: 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.