BOOK-KEEPER (Certified)

Govt Contracting Experienced

Location: Remote Work

Certification: QuickBooks Certification or Similar Accounting System Certification.

Travel: Intermittent / As Needed

Pay Rate: Negotiable depending upon Experience, Certifications & Skills

Preference Requirements – Pharmacy Technician: Federal Contract Support

• Must be a U.S. Citizen and have current licensure/certification in good standing with a U.S.
• Must be able to pass a Criminal Background check
• Candidates residing in North Carolina
• Current Certifications in QuickBooks or related Accounting Software
• 3-5 years Booking-keeping experience in support of federal contracts
• 3-5years Book-keeping experience performing vendor & customer quotes

SPECIFIC DUTIES AND RESPONSIBILITIES

The responsibilities of the Accounting Representative – Book Keeping include the below and can be added to by the direction of the CEO.

SYSTEMS ACCESS

• Maintains log-in and account access to work within the below Government invoicing and accounting related systems that include but may not be limited the following accounting related billing platforms:
• Wide Area WorkFlow (WAWF/iRAPT): Used by Dept of Defense and Defense Logistics Agency (DLA) for contract-invoice processing.
• Tungsten-Network: Used primarily by the Dept of Veteran Affairs for contract-invoice processing. Enters invoices as needed as defined by contract for services to ensure invoices for services are billed accurately and in a timely fashion.
• Pay Trace – Credit Card Processor Account: System utilized to collect payments from customers for product and services received.
• ADP Run: Used for company payroll and time-keeping for invoice justification.
• com- Corporate project management board to track deliverables and operations across the company operational environment.
• Method CRM- Corporate Customer Relationship Management (CRM) & Quoting software used by sales team to generate quotes for customers for fulfillment across the company.
• TaxJar- Online tax compliance system connected to Woo Commerce / QBO that is utilized to monitor tax “nexus” reached by state, and by customer.

SPECIFIC REQUIREMENTS

Book-Keeping – Employee Hours/Time Worked

• Enrolls employee into Payroll system ensures rates and employee information is accurate.
• Tracks time-keeping and resulting time-sheets by associated contracts and employee types. Ensures hours entered by employees using the mobile time-keeping App are accurate prior to payroll submission date.
• Adjusts Missed Punches (MPs) or incorrect entries in Time Management system to reflect a daily 8-hour schedule per each person as outlined by contracts and payroll processing as needed prior to compiling invoice to customer.
• Pulls Time-Keeping / Time Card reports from ADP to send to designated customers as invoice justification.
• Sends email notifications to employees who violate time-keeping rules of the system reminding them of the time-keeping rules.
• Complete Weekly Time-Keeping reconciliation of all A2A employees who utilize ADP to track their work hours (due by end of day Each Monday).
• Tracks and coordinates approval of all Time-Off requests (vacation, paid time off and sick time) for all A2A employees as requested via the ADP system.
• Ensures proper accrual rates are being applied by the system in accordance with employee type.

Book-Keeping – QBO

• Generates, Tracks and reconciles all Purchase Orders entered into QuickBooks (QBO) as requested by authorized A2A Staff based upon system pricing.
• Generates accurate and timely invoices to all customer with applicable terms and conditions by customer (30 day terms for all unless otherwise modified by the CEO)
• Monitors, Tracks and send reminders to customer for accounts receivables / aging invoices to receive payment.
• Maintains accurate customer information for shipping and billing based upon the Health Identification Number (HIN) roster of all locations.
• Conducts bi-weekly price check of vendor products shared between Woo Commerce to QBO system.
• Generates, Enters and Tracks all invoices entered to QBO in a timely manner.
• Generates price lists utilized in procurement and acquisition of goods an services as well as quoting to customers.
• Monitors price listings as provided/compiled for Group Purchasing Organizations (GPOs) and related customers of the GPO Network.
• Monitors and ensures accuracy of product and services pricing dependent upon customer.
• Monitors and ensures accuracy of W2 employee pay rates and 1099 commission rates due and associated dates for 1099 salespersons working with the company.
• As found, identifies systematic accounting and book-keeping problems / errors for resolution makes recommendations accordingly.
• Works with company sales and customer service team to produce accurate quotes via QBO to send to requesting prospective clients.
• Ensures any tax liabilities based upon TaxJar system are met initiating tax accounts with the affected locations and maintaining a database of taxes due to ensure monthly payments to affected states are completed as required.
• Ensures all pricing in QBO reflect accurate pricing as displayed
• Generates Monthly Reconcile of Accounts Receivables and Accounts Payables for CEO review.

Corporate email Monitoring

• Monitors Accounting Dept email inbox
• Monitors individual company email issued at time of hire under domain. @a2a-logistics.com
• Ensures financial deliverables / emailed tasks due are coordinated with CEO such as paying vendors, billing/invoicing handling, vendor information storage, receiving, collecting funds, cash application, cash management, receivables management, payables management is actioned according to emails received.
• Communicates with customer service and sales team to ensure financial related transactions are correct and accurate in terms of price, customer information, billing/invoicing and vendor payment.

Deliverables Management

• Monitors and Maintains an “Accounting Dashboard” in company online operations dashboards to keep track of deliverables or tasks as outlined by routine or arises.
• Maintains accurate approved Supplier/Vendor List with Account number and limits on Monday.com and in Excel format.
• As found, identifies systematic accounting and book-keeping problems for resolution makes recommendations accordingly.
• Meets established customer driven timelines for invoicing promptly maintaining a 40 hrs work week.

Preference will be given to candidates who have the following qualifications:

• United States military veterans
• Strong knowledge, training, and experience with government invoicing platforms
• Strong knowledge, training, and experience with accounting systems
• Proof of certifications with accounting systems.

Please include copies of all Resumes with at least three (3) professional references, Certifications, and other qualification documents with your application.