Office Manager Bookkeeper

Office Manager Bookkeeper

Highland Meadow Nursery, Inc

Full-Time

Compensation: $18.00 to $25.00 per hour Estimated pay

Job Location: Molalla

PRIMARY PURPOSE:

As the Office Administrator you will have responsibilities within this position to coordinate all activities involved in the day-to-day operations of the human resources functions and duties, including benefits administration, compensation/payroll, as well as process accounts payable and accounts receivable.

This position serves as administrative support at the nursery and is responsible for providing ongoing support to the nursery management staff, as determined and as assigned by the General Manager. The majority of tasks require independent planning and prioritization. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

Administrative support for nursery financial cycle as relates to Accounts Payable and Accounts Receivable, petty cash, bank reconciliation.

Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, keep vehicle titles and auto insurance current, and maintain insurance inventory log.

Active involvement in all human resources functions and duties.

Human Resources

Process required documents and procedures for new hires, terminations, promotions, changes of address, and other personnel status changes, as needed.

Process bimonthly payrolls using payroll system and process special payrolls as needed.

Process all Garnishment documents received and setup deductions in payroll system.

Process manual checks for terminations and advances.

Maintain company personnel files and update employee handbook

Document any workplace accidents/injuries, file claims and monitor through completion

Maintain up-to-date safety information and forms

Review employee benefit enrollment forms for accuracy and coordinate with third-party administrators.

Coordinate health, life and dental insurance enrollments and communicate with service providers.

Answer general and complex payroll questions for employees.

Administration

Implement accounting methodologies and processes that result in accurate transactional records, reconciliations, etc. in support of timely financial reporting.

Maintain regulatory compliance through timely preparation of required tax and other filings.

Work cooperatively across the organization and within accounting to identify, develop, recommend and implement cost-effective and appropriate systems and processes to improve efficiency and strengthen internal controls.

Monitor level of supplies and handle shortages

Resolve office-related malfunctions and respond to requests or issues

Coordinate with other departments to ensure compliance with established policies

Provide general administrative support for projects as directed

Accounts Payable

Collects vendor invoices for payment and review invoices for proper documentation, account coding and approval prior to payment.

Process checks and ACH payments and provide vendor remittance information.

Reconcile vendor statements, research and correct discrepancies and respond to vendor inquiries.

Accounts Receivable

Record check and cash receipts and reconcile to accounting system.

Maintain customer information including credit limits and holds.

Answer customer general and complex accounts receivable questions

Develop and implement organized filing systems

Generate financial reports, such as balance sheets and income statements.

Provide financial information to management for decision-making.

Assist in the preparation and monitoring of budgets.

Track and report budget variances.

Prepare documents and reports for internal and external audits.

Collaborate with auditors to provide necessary information.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent. Some college or professional school preferred

3-5 years administrative office experience (office management preferred)

Strong working knowledge of various computer software such as Microsoft Office particularly Excel, Quickbooks Desktop and Web based input software and office equipment

Aptitude for understanding financial reports and extracting information

Knowledge of administrative procedures, customer service principles and practices

Demonstrate effective conflict resolution and customer service skills for interaction with customers and co-workers

Effective verbal and written communication

Strong organizational and interpersonal skills with attention to detail

Bilingual

Ability to lift 10 lbs frequently

Ability to frequently stand, walk, sit, reach, speak, see, use repetitive hand and typing motions.

Highly ethical standard of conduct and ability to keep information confidential.

Valid driver's license