Bookkeeper

Job Description

Bookkeeper/Administrative Assistant Job Description

as of 2/7/2024

Purpose:

Provide high-level oversight of a company's financial data and compliance by maintaining accurate books on accounts payable and receivable, payroll, and daily financial entries and reconciliations. Perform daily accounting tasks such as monthly financial reporting, general ledger entries, recording payments and adjustments.

Education:

Associate’ Degree (required)

Bachelor’s Degree (optional)

NON-EXEMPT STATUS

This is a non-exempt position under the Fair Labor Standards Act.

Knowledge:

Bookkeeping – Managing the status of accounts, balances and identifying inconsistencies with billing, warehouse personnel and sales representatives. Issuing daily invoices and receipts.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing.

Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of electronic equipment, calculators, computer hardware and software and including applications and some programming.

Skills:

● Active Learning & Listening - Understanding the implications of new information for both current and future problem-solving and decision-making. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

● Critical Thinking- Analyzing information using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

● Verbal & Written Communication - One of the most important administrative skills you can exhibit as a bookkeeper/administrative assistant is your communication abilities. The company needs to know they can trust you to be the face and voice of the company. In addition, it is important to have a friendly and positive attitude while interacting with customers, guests, and other employees.

● Resourcefulness - If you already have experience working as an administrative professional, you already know that you need to be able to adapt. In business, things can change at a rapid pace and you need to be able to adapt quickly to get the job done and assist your teammates. To do this, a bookkeeper/administrative assistant needs to be resourceful in getting their tasks done through multi-tasking and creative thinking skills. This is especially important when your boss is unavailable during a crisis—as part of the team you need to be resourceful in exploring other avenues to reach a solution.

● Anticipate Needs - The difference between a good bookkeeper/administrative assistant and a great bookkeeper/administrative assistant is their ability to anticipate needs and complete important tasks without needing to be asked. An amazing bookkeeper/administrative assistant will take initiative to support the business instead of waiting around for approval or direction.

● Judgment and Decision Making - Ability to determine appropriate course of action in more complex situations.

● Organization - Not only are strong organizational skills needed to keep yourself organized as a bookkeeper/administrative assistant; they are also needed to keep the whole office organized as well. This includes organizing team schedules and files with a system that makes sense for everyone. This ensures that your fellow team members in the company can easily follow your filing systems without misplacing items.

● Detail oriented - In handling sensitive client or partner communications, a bookkeeper/administrative assistant needs to be detail-oriented to catch potential typos and grammatical errors. Furthermore, having an eye for detail helps with data entry tasks and reporting to ensure that your work is accurate and trustworthy. Missing small details in a report, memo, letters, or email communication leaves a less than stellar impression on the recipient and leaves room for further mistakes.

● Management of Material Resources - Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

● Time Management- To make sure your time is properly allocated and planned, it is crucial that you have good time management. Otherwise, you will potentially stretch yourself too thin. To be the best resource for your team, you need to accurately plan and prioritize your tasks and the time they will take to meet deadlines.

● Strategic Planning - Similar to time management, a bookkeeper/administrative assistant needs the skill of being able to plan strategically. This means prioritizing your tasks in order of importance or planning out processes.

● Adept in Technology - Having the technological skills necessary to perform data entry, manage team calendars, create company reports among others, are highly sought-after administrative skills in assistants. It is important to be familiar with Microsoft Office software like Excel, Word, PowerPoint, Outlook, and more. Employees need to have a thorough understanding of computer software, browsers, and operating systems to perform the job.

● Equipment Selection, Installation & Maintenance - Determining the kind of tools and equipment needed to do a job. Installing equipment, machines, wiring, or programs to meet specifications. Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.

● Service Orientation- Actively looking for ways to help people.

● Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

● Troubleshooting - Determining causes of operating errors and deciding what to do about it.

Tasks

● Bookkeeper maintains records of financial transactions by establishing accounts; posting transactions.

● Develops a system to account for financial transactions by establishing a chart of accounts; defining bookkeeping policies and procedures.

● Maintains subsidiary accounts by verifying, allocating, and posting transactions.

● Balances subsidiary accounts by reconciling entries.

● Maintains historical records by filing documents.

● Accurate processing of accounts and incoming payments.

● Maintaining compliance with financial policies and procedures.

● Consistently performing all day-to-day financial transactions, including reliably and accurately verifying, sorting, calculating, posting and recording the department's data.

● Be in constant communication with the Billing person in charge regarding open balances from customers.

● Be in constant communication with the sales representatives regarding their orders to notify any discrepancies on pricing or amounts.

● List and release customers on DBPR.

● Review returns/refusals generated by the Credit Department.

● File and retrieve company documents, records, and reports, while maintaining confidentiality at all times.

● Exercise a high degree of confidentiality in all aspects of day-to-day work.

● Greet visitors and determine whether they should be given access to specific individuals or areas.

● Prepare responses to correspondence containing routine inquiries.

● Conduct research, compile data, and prepare reports for consideration and presentation to Management.

● Answer phone calls and direct calls to appropriate parties or take complete messages.

● Perform general office duties, such as ordering supplies, maintaining records management database systems, as well as bookkeeping/administrative assistant activities.

● File or retrieve paper documents and related materials. Maintain records, reports, or files

● Provide general administrative support to Management, co-workers, customers, and suppliers.

● Adhere to dress code, appearance is neat and clean.

● Report to work on time and as scheduled.

● Represent the company in a positive and professional manner at all times.

● Embrace, support and promote the company’s core values, beliefs and culture.

● Comply with all company policies and requirements, especially ethical business practices.

● Data Entry for Payroll.

● Being careful with all company property, including but not limited to equipment, paperwork, products, keys, among others. In regard to the company products/merchandise, please be very careful while handling it to avoid any breakages. Any breakages that happened while handling will be the responsibility of the employee to cover and pay back to the Company.

● Price changes to Invoices

● Process all Truck Returns

● Process VIA returns (Maintain Records and Update Team of Returns)

● Maintain Pickup process of Products.

● Conducting Investigations to satisfy or reject claims from Customers.

● Research Customer price History

● Physical Verification of Returns

● Process Inventory Adjustments and Maintain Records

● Cleaning out the system of faulty balances and maintaining the correct balances.

● Systemizing pickup & paper process

● Issuing Credit

● Create and maintain records for all breakages.

● Keeping track and processing charges for all faulty products

● Calculate proper bill back charges on a Monthly basis.

● Creating and maintain monthly based process of all suppliers DA Billbacks

● Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

● Read and analyze incoming memos, letters, submissions, reports, and other documents to determine their significance and plan their distribution.

● Open, sort, and distribute incoming correspondence, including faxes and email.

● File and retrieve company documents, records, and reports, while always maintaining confidentiality.

● Exercise a high degree of confidentiality in all aspects of day-to-day work.

● Greet visitors and determine whether they should be given access to specific individuals or areas.

● Prepare reports for management when needed.

● Always maintain confidentiality.

Tools and Technology

● Calculators

● Desktop computers

● Scanners

● Intuit QuickBooks and Encompass software

● Microsoft Office including Microsoft Word, Excel, and PowerPoint

● Internet browser software

● Outlook

Physical Demands & Weight Requirement

● Regularly spend long hours sitting and using office equipment and computers.

● Regularly work on repetitive tasks.

● Regularly hold the arm and hand in one position or hold the hand steady while moving the arm.

● Regularly use headphones or earpiece.

● Position requires light to moderate work with 50 pounds maximum weight to lift and carry.

● Position requires continual mental concentration and specific attention to detail.Company Description

Terroir Selections is a boutique-focused, statewide family owned Florida distributor. Our philosophy is based on working with Responsible Farmers(Biodynamic, Organic, and Sustainable) as well as family owned estates. We ship everything in temperature controlled, and refrigerated logistics from the winery to your door. Our warehouse is kept very cool at 64-68 degrees as our belief is to keep the wines as close as possible to their natural state in the cellar. All of our trucks are refrigerated. We currently represent estates from 17 countries including US, Chile, Argentina, France, Spain, Italy, Germany, Austria, Lebanon, Portugal, Japan, Australia, New Zealand, South Africa, Switzerland, Hungary & Greece. We direct import over 100 producers from all over the world and by cutting out the middleman pricing we can save our customers nearly 25% on many of our fine wines from areas such as France, Germany, Spain, China, and Italy. Terroir Selections is our Direct Import Company which we are consistently developing to bring in Fine Wine Estates from around the world and also sell to other states in the US. Our story began in September 2012 after working for nearly 20 years helping to build fine wine companies in Florida, Kyle Greene decided to begin a new venture with his wife Liliana searching out for small family owned estates of the highest possible quality in which their focus was on responsible farming to build the top mid-sized family owned fine wine distributor in Florida With our growth we are consistently striving to provide the best possible service to our clients and supplier partners. Thank-you for for being a partner of the Terroir Selections family!