Bookkeeper/Administrative Assistant

Summary: We are seeking a detail-oriented and experienced Bookkeeper to manage the financial records and transactions for Newburgh Sea Creatures. The ideal candidate will be proficient in QuickBooks/Intuit, possess strong attention to detail, and have excellent organizational and communication skills. The Bookkeeper will play a crucial role in ensuring accurate financial reporting and compliance with regulatory requirements. This is a part time hourly position estimating 25-30 hours’ worth of work per month.

Roles and Responsibilities:

Financial Record Management:

• Close the books in QuickBooks/Intuit.
• Post journal entries for accruals related to general expenses, payroll, and revenues.
• Record cash receipts and match deposits.
• Record monthly revenues.
• Track and post journal entries related to deferred revenues.
• Reconcile cash, accounts receivable, accounts payable, and other liability accounts.

Financial Reporting:

• Prepare a monthly financial packet for the Head Coach and NSC Board Members.
• Assist in preparing the annual budget based on direction from the Head Coach and NSC Board.
• Add approved budgets to QuickBooks/Intuit for financial statement packet and analysis.
• Prepare financial information for income tax return preparation.

Compliance and Administration:

• Process and pay biannual Indiana Business Entity filing.
• Prepare and submit responses to periodic surveys and inquiries from government agencies.
• Notify families of failed payments and provide instructions to resolve outstanding balances.
• Respond to questions from coaching staff and NSC board regarding financial activity.
• Pick up mail at PO Box, deposit any checks received, and deliver mail to the appropriate recipient.

Payroll Processing:

• Process biweekly payroll in QuickBooks/Intuit.
• Provide required payroll paperwork for new employees and set up in QuickBooks payroll.
• Troubleshoot and resolve employee issues with payroll software.
• Maintain records for employees under 18 years old.
• Terminate employees in payroll system upon ending employment.

Membership and Billing:

• Manage dues billing and roster maintenance for Aqua School and Competitive Team.
• Address member inquiries related to billing and payments.
• Ensure all competitive members have active USA/IN Swimming memberships.
• Process discounts for low-income/hardship dues.
• Bill for swim shop/team wear and annual banquet.
• Process billing for private lessons (if applicable).

Administrative Tasks:

• Prepare checks for NSC expenditures.
• Create and maintain registration systems.
• Manage website maintenance related to registration.
• Process member billing for meet entry fees.
• Manage upgrades and subscriptions.
• Maintain email accounts for staff and club needs.
• Monitor email accounts of former employees for financial matters.

Qualifications:

• Bachelor's degree in Accounting, Finance, or related field preferred.
• Proven experience as a bookkeeper or in a similar role.
• Proficiency in QuickBooks/Intuit and Microsoft Office Suite.
• Excellent attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to prioritize tasks and meet deadlines.
• Knowledge of regulatory requirements and compliance standards.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Experience:

• Bookkeeping: 3 years (Preferred)

Work Location: Remote