Bookkeeper - Administrative Assistant
Benefits:
Dental insurance
Health insurance
Paid time off
Vision insurance
TITLE: Bookkeeper / Administrative Assistant
PRIMARY PURPOSE: The bookkeeper/administrative assistant is responsible for bookkeeping functions for the Summit Owners Association. He / She creates financial transactions and creates financial reports from that information. The creation of financial transactions includes posting information to accounting journals or accounting software from such source documents as invoices to customers, cash receipts, and supplier invoices. The bookkeeper also reconciles accounts to ensure their accuracy. He / She does payroll and provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. The bookkeeper works in a collaborative, team-based environment, and manages multiple assignments simultaneously.
REPORTS TO: General Manager
SUPERVISES: Not applicable
HOURS: 40 hours per week - Usual work hours are 8 a.m. to 4:00 p.m. Monday thru Friday. Work hours include a ‘working’ lunch. If lunch is taken away from the desk, you must clock out and back in when returning from lunch. Work schedules may be changed to accommodate work needs and involve weekends including board and owners meeting. Overtime may be necessary on occasion.
Fair Labor Standards Act (FLSA) STATUS: Non Exempt
SALARY RANGE: Based on education and experience ($18-$20 per hr)
POSITION RESPONSIBILITIES:
The individual must be able to perform the following essential functions:
Operate computers with accounting software to record, store, and analyze data
Answer and handle questions and concerns of owners, guests, vendors and contractors verbally or written, in an appropriate timely manner
Accounts Receivable; Assess finance charges and mail statements to owners and other customers
a. Receive payments, accurately record and post payments to applicable accounts and appropriate general ledger code for item
b. Record and make bank deposits, making charge card deposits if / when accepted by the company
c. Maintain a log of delinquent units including, but not limited to: owner name, amount owed, referral to attorney, status of bank foreclosure case 4. Accounts Payable; Conduct invoice activities review and reconciliation
a. Pay bills by or before the due date
b. Ensure account payables are accurately posted to applicable accounts and appropriate general ledger code for item 5. Maintain journal entries and ledgers in a timely manner
Assist with budget, monitor variances in monthly financial statements.
Works with Accounting Service company to ensure accurate
a. completion of all financial records
b. reconciliation of bank accounts
c. reconciliations of all accounts to detail (including receivables and payables)
d. Preparation of reports and tax returns for corporation
Research, track, and resolve accounting problems
Prepare financial reports by collecting, analyzing, and summarizing account information and trend 10.Provide the BOD monthly financial statements as determined by the BOD
Protects printed and electronic files containing personal and sensitive data including backup all information appropriately
Completes payroll activities including reconciling of hours billed per payroll to work order hours billed
Timely file documents for ease of retrieval when requested
Work with Auditor (auditing company) to ensure completion of audit on a timely basis
Provide financial statements to the unit owners as required by Florida Statutes
Comply with all federal, state, and Board Rules, laws, regulations and policies
Establish and/or maintain a ‘Work Desk’ Manual with policies and procedures related to the Bookkeeper position
Issue Estoppels as needed, fulfilling and billing for estoppels requests, providing accurate delinquent amounts to the requestor
Performs any other work assigned by General Manager.
From time to time the Bookkeeper will be required to assist in performing the following:
a. Record Board of Director meetings via audio and written notes
b. Transcribe audio recording of the minutes into written format for Secretary of Board
c. Maintain an orderly record filing system including accounting records, hard copies of all original signed minutes and original signed contracts
d. Maintain and secure personnel records for employees
e. Provide summary of current contracts beginning and ending dates
f. Create mailing list, labels, election materials and mail out packages for annual election
g. Assist at the timeshare office
h. Post news, word documents and pdf files, on company website
i. Post Owner’s Lounge reservations and schedules on website
j. Maintain customer database in QuickBooks matching current owner’s deeds k. Maintain up to date voting certificates for all units
l. Train bookkeeping skills to other staff as necessary
m. Assist in computer support functions
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and to meet the other requirements of this position. The requirements listed below are representative of the knowledge, skill, and/or ability required:
Employee must be proficient in computer, intellectual, and technology skills; email, utilizing current products Word, Excel; QuickBooks, Summit website, other pertinent software and hardware in use by the company
Must be able to use all online state and federal websites related to the job including searches, deeds and filing informational returns taxes
Must exhibit confidentiality, customer service, teamwork and collaboration skills in dealing with all kinds of personalities and attitudes
Must be vigilantly organized, process driven, completing tasks efficiently and effectively with attention to detail and thoroughness, dealing with complexity
Must perform effectively in environments with frequent workload changes and competing demands, frequent interruptions and/or distractions
Must be proficient with adding machines, calculators, database software and systems
EDUCATION and/or EXPERIENCE
Associate degree in accounting or business administration, or two years’ experience in bookkeeping and generally accepted accounting principles.
COMMUNICATION SKILLS
Must be able to talk and hear to convey information clearly and effectively
Must be able to read, understand and clearly convey information effectively both orally and in writing
Must have the ability to negotiate difficult situations and defuse potentially volatile personalities
Must consistently display a friendly, attentive, courteous, tactful and respectful manner
PHYSICAL REQUIREMENTS
Employee must possess strength, stamina and mobility to perform the essential duties and may be required to lift items up to 40 pounds with or without accommodation.
While performing the duties of this job, the employee is regularly required to use hands to finger, grasping, gripping, holding, fine finger movements, reach with hands and arms, squat, bend and twist
The employee is frequently required to sit, stand and walk
Specific vision abilities required by this job include close and distant vision.
The employee is required to see, hear and speak
May be necessary to drive company vehicle
CERTIFICATES, LICENSES, REGISTRATIONS
Must possess and maintain a valid Florida driver’s license and a satisfactory driving record.
WORK ENVIRONMENT
The position requires the employee to work indoors in a general office setting. The noise is generally low, but may be moderately loud at times. Employee may also experience occasional pressure due to multiple calls and inquiries and deal with confrontational situations.
This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the exact duties will be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.