Bookkeeper
Resume:
GRACE
MADDALONI
*********@*****.***
Edison, NJ 08837
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SKILLS
QuickBooks
Accounting and bookkeeping
Payroll Preparation and Processing
Employee Relations
Benefits Administration
Willing to Learn
Teamwork and Collaboration
Attention to Detail
Problem-solving abilities
Multitasking Abilities
Reliability
Organizational Skills
Active Listening
Effective Communication
Adaptability and Flexibility
Decision-Making
Prioritizing and Planning
Cash handling expertise
Proactive and Focused
Financial analysis and reporting
Interpersonal Skills
Client Relationship Management
Staff Training
Cash Flow Management
Time management abilities
Continuous Improvement
Quality Assurance
Process Implementation
Workflow Coordination
Data Analysis
Professional Demeanor
Internal Controls and Reporting Systems
Budget Planning
Proficient in Microsoft Office, QuickBooks, Google, Workday, ADP, Xero, PeopleSoft, Paycor, Gusto, Paychex, Paylocity, Zoho, Bill.com, Expensify, Asana, Trello, Airtable, Toggl, Clio, PracticePanther, MyCase, PracticeMaster, Windows and Mac OS.
Human resources knowledge
Financial Management
Collections Actions
Typing and 10-Key Entry
EDUCATION
College of Saint Elizabeth
Madison, NJ • 05/2004
Bachelor’s degree in business management with Honors
County College of Morris
Randolph Township, NJ • 05/1997
Associate’s degree in accounting
CERTIFICATIONS
QuickBooks ProAdvisor Certificate
PROFESSIONAL SUMMARY
Organized Bookkeeper proficient in QuickBooks and Adobe software. Executed bookkeeping tasks for large corporations and excelled at quickly learning new accounting methods and procedures. Excellent accounting skills and attention to detail leading to decreased loss of revenue. Recognized for organizational skills and dependability, adeptly managing multiple priorities with a positive attitude. Demonstrates a proactive approach by willingly taking on additional responsibilities to achieve team goals.
WORK HISTORY
Mazraani, Liguori & Farmer LLP, - Legal Bookkeeper
New Brunswick, NJ • 01/2025 – present
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Perform all data entry of receipts and disbursements for the IOLTA account in the accounting systems.
Manage payroll processing for employees, ensuring compliance with tax regulations and labor laws.
Generate, review, and audit payroll files for accuracy prior to processing, ensuring accurate employee payment; identifying and resolving discrepancies and ensuring compliance with federal regulations.
Process new employees, promotions, personnel changes, and terminations.
Responsible for employee PTO accrual tracking and reporting; Monitor and ensure that paid time off accruals is working properly in ADP.
Oversee and ensure timecards are completed and finalized to meet required weekly payroll deadlines.
Foster a culture of transparency and trust, addressing all employee payroll inquiries with promptness and accuracy.
Support the overall financial health of the organization by ensuring accurate and timely payroll processing, contributing to a positive work environment.
Develop custom spreadsheets that improved efficiency when calculating commissions, bonuses, or other special pay circumstances.
Provide a broad range of support and assistance to attorneys on an as-needed basis.
Edison Chiropractic – Office Manager
Edison, NJ • 01/2023 – present
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Manage payroll processing for employees, ensuring compliance with tax regulations and labor laws.
Oversee daily operations, including scheduling patient appointments, managing patient flow, and ensuring the office runs efficiently.
Handle financial responsibilities such as billing insurance companies, proper CPT coding, processing payments, managing accounts receivable and payable, and preparing financial reports for the chiropractor.
Handle all paperwork and billing for PIP cases.
Enter patient information into electronic health records (EHR) systems.
Maintain patient records with strict confidentiality, ensuring all documentation is up-to-date, accurately filed, and in compliance with healthcare regulations.
Supervise and train office staff on administrative procedures, customer service best practices, and office policies to ensure a high level of patient care and satisfaction.
Coordinate with chiropractor to manage inventory of office supplies and chiropractic equipment, placing orders and overseeing maintenance as needed.
Implement marketing strategies to attract new patients, including managing the clinic’s website, social media presence, and community outreach programs.
Address patient complaints and concerns promptly and professionally, ensuring issues are resolved to maintain a positive reputation.
Develop and enforce health and safety policies to ensure a safe environment for patients and staff, including compliance with OSHA regulations and guidelines.
Equivity, Inc. - Virtual Payroll/Plan Administrator/Full Charge Bookkeeper
Remote • 03/2017 - present
For Equivity itself:
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly. Improved cash flow management by monitoring outstanding invoices closely and following up on overdue payments proactively.
Managed multistate payroll processing for 500+ virtual assistants, ensuring compliance with tax regulations and labor laws
Registered for and paid all state payroll taxes (42-48 states)
Generated, reviewed, and audited payroll files for accuracy prior to processing, ensuring accurate employee payment; identifying and resolving discrepancies and ensuring compliance with federal regulations.
Processed new employees, promotions, personnel changes, and terminations
Responsible for employee PTO accrual tracking and reporting; Monitored and ensured that paid time off accruals is working properly in the Time and Attendance system
Oversaw and ensured timecards are completed and finalized to meet required semi-monthly payroll deadlines
Fostered a culture of transparency and trust, addressing all employee payroll inquiries with promptness and accuracy.
Streamlined employee onboarding and training regarding payroll, ensuring clear communication of policies and procedures.
Handled complex payroll situations such as back-pay calculations, garnishments, and overtime payments with accuracy and professionalism.
Submitted reports on payroll activities.
Facilitated year-end reporting by preparing accurate W-2 forms for all employees within the required deadlines.
Collaborated closely with HR and accounting teams to coordinate benefits deductions, tax withholdings, and other adjustments.
Managed employee records in databases to maintain accuracy and updated information, such as changes in address or salary levels.
Supported the overall financial health of the organization by ensuring accurate and timely payroll processing, contributing to a positive work environment.
Developed custom spreadsheets that improved efficiency when calculating commissions, bonuses, or other special pay circumstances.
Trained and mentored new payroll staff to apply best practices and follow department procedures.
Maintained up-to-date knowledge of changes in labor laws affecting payroll administration to ensure ongoing compliance.
Bolstered compliance with federal and state tax laws through diligent record-keeping and updates to payroll systems.
Served as the main point of contact for all employee expense reimbursement requests, reviewing submissions for compliance with company policies before approving payments.
Communicated regularly with clients regarding billing inquiries, resolving disputes fairly and maintaining strong professional relationships.
Subject matter expert on the Portal, the internal system where employee hours are billed, and clients' plans are updated
Performed all back-end duties on the Company portal which houses all client information and employee information
Responsible for billing clients and ensuring proper distribution of hours purchased.
Developed comprehensive training materials and SOPs for staff members, increasing overall understanding of plan administration responsibilities.
Worked with numerous clients (Family Law & Estate Planning Attorneys (WA & TX), Doctors, Property owners…) performing varied tasks, including:
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly. Improved cash flow management by monitoring outstanding invoices closely and following up on overdue payments proactively.
Heavy assistance to several attorneys, from administrative and office management to substantive legal work such as discovery requests, PracticePanther data entry, phone calls to courts, and document production.
Perform all data entry of receipts and disbursements for the IOLTA account in the accounting systems.
Scheduling/Calendaring
Assisted in startup businesses, registering with states, taxes, setting up accounting.
Managed payroll processing for employees, ensuring compliance with tax regulations and labor laws.
Assisted Doctors with confidential document filing, patient calls, and new patient portal setup.
Assisted with property management for out-of-country multi-property owners.
Assisted with monthly financial statements and calculations for solar property owners.
Provided a broad range of support and assistance to attorneys on an as-needed basis.
A Pepe Contracting, LLC - Full Charge Bookkeeper/Administrative Assistant
Remote • 03/2017 - 09/2020
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, recorded deposits, tracked expenses, identifying discrepancies and resolving issues promptly.
Prepared comprehensive financial statements, including balance sheets, income statements, and cash flow reports for leadership review.
Communicated with subcontractors
Matched order forms with invoices and recorded the necessary information
Complied with federal, state, and company policies, procedures, and regulations
Performed general office duties such as filing, answering telephones, and handling routine correspondence.
Completed payroll for employees and maintained detailed records of procedures.
Beyond Your Books - Virtual Bookkeeper/Virtual Assistant
Remote • 12/2018 - 05/2019
Worked with numerous clients performing varied tasks, including: All bookkeeping duties, Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Scheduling/Calendaring
Assisted in startup businesses, registering with states, taxes, setting up accounting.
BMR Automotive - Full Charge Bookkeeper
Dover, NJ • 10/2016 - 09/2018
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Formulated, prepared, and issued bills, invoices, and account and financial statements with efficiency to ensure timely delivery
Checked figures, postings, and documents for correct entry, mathematical accuracy, and proper codes
Matched order forms with invoices and recorded the necessary information
Complied with federal, state, and company policies, procedures, and regulations
Accessed computerized financial information to answer general questions as well as those related to specific accounts
Performed financial calculations such as amounts due, interest charges, balances, discounts, equity, and principal
Performed general office duties such as filing, answering telephones, and handling routine correspondence.
Managed payroll processing for 40+ employees, ensuring compliance with tax regulations and labor laws.
Mesler's Service Station - Full Charge Bookkeeper/Office Manager
Morristown, NJ • 04/2016 - 10/2016
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Formulated, prepared, and issued bills, invoices, and account and financial statements with efficiency to ensure timely delivery
Checked figures, postings, and documents for correct entry, mathematical accuracy, and proper codes
Matched order forms with invoices and recorded the necessary information
Complied with federal, state, and company policies, procedures, and regulations
Accessed computerized financial information to answer general questions as well as those related to specific accounts
Performed financial calculations such as amounts due, interest charges, balances, discounts, equity, and principal
Performed general office duties such as filing, answering telephones, and handling routine correspondence.
Managed payroll processing for 10+ employees, ensuring compliance with tax regulations and labor laws.
Borough of Morris Plains - Technical Assistant/Board Secretary
Morris Plains, NJ • 09/2015 - 03/2016
Reviewed applications for construction permits to ensure all necessary information and documents are included and request additional information as instructed or directed by the appropriate Sub-Code or Construction official
Issued construction permits after approval and authorization had been granted by the appropriate Sub-Code official
Aided the general public by providing information of a technical nature concerning the requirements and standards relating to the Uniform Construction Code
Calculated routine fees, collected fees and penalties as directed by Sub-Code and/or Construction Official and issued receipts
Determined and requested prior approvals and plan review in accordance with the Uniform Construction Code
Determined the type of certificate required at job conclusion
Reviewed inspection logs for overdue inspections and took appropriate action for non-compliance according to Uniform Construction Code regulations
Gathered information and data to answer inquiries and to prepare reports
Maintained inspection logs for all subcodes
Monitored plan review deadlines
Prepared reports, narratives, and correspondence
Maintained records and files
Provided support and technical assistance to staff
Handled all aspects of Planning and Zoning Board Applications, taped and recorded all minutes, resolutions for the board
Assisted applicants with processing prior approvals, and permit processing
Assistant to the Construction Official and Zoning Officer.
Distributed copies of board minutes and actions to all members after each meeting.
Virtual Regulatory Solutions - Administrative Assistant/Associate Analyst
Remote • 08/2013 - 02/2016
All bookkeeping duties, including Accounting via QuickBooks; Client invoices, monthly bank reconciliations, month-end closings, P&Ls, etc., identifying discrepancies and resolving issues promptly.
Managed payroll processing for 10+ employees, ensuring compliance with tax regulations and labor laws.
Assisted high level executives with email, calendars, meetings, travel
Performed advanced, diverse and confidential general administrative functions for senior management
Handled and processed information of a highly confidential and critical nature and ensure information remains confidential
Coordinated, scheduled and maintained calendar of appointments, meetings and off-site functions, travel itineraries, and coordinated related arrangements for senior executives
Established agendas
Reviewed, QC, published all documents for FDA approval
Electronically prepared documentation that is complete, accurate, on time, and electronically functional
Published dossiers for global registrations, INDs, eCTDs, NDAs, BLAs, supplements and amendments under limited supervision
Archived regulatory submissions in accordance with company standards.
Computer Sciences Corporation - Senior Executive Assistant/Office Manager
Whippany, New Jersey • 07/2011 - 08/2013
Provided direct support to 100 on-site staff and 30-40 off-site staff
Coordinated, scheduled and maintained calendar of appointments, meetings and off-site functions, travel itineraries, and coordinated related arrangements for 5 executives.
Performed advanced, diverse and confidential general administrative functions for senior management
Prepared correspondence, reports, manuals, and agendas by obtaining, assembling, and analyzing complex information and data from a wide variety of sources
Interfaced with internal and external personnel as front-line representative of department to ensure accurate and amiable dissemination of appropriate information
Updated PulsePoint, the Sales Software Database; as well as running reports and ensuring accuracy
Handled and processed information of a highly confidential and critical nature and ensured information remained confidential
Screened calls, visitors and emails and responded accordingly to support executive correspondence; research more complex inquiries and respond or escalate inquiry as appropriate
Established agendas
Prepared presentation materials to assist senior management in meetings and discussions, scheduled and coordinated meetings
Prepared and distributed meeting minutes
Coordinated and executed special projects such as gathering, analyzing and preparing annual budget materials and reports, and various preparations for Board and senior management meetings
Maintained and organized office operations and procedures such as information management, filing system, requisition of supplies and other administrative services
Submitted personnel actions
Assisted in new hires and staffing
Provided leadership and work guidance to less experienced personnel
Vendor Financial Services, Inc. - Operations Senior Executive Assistant
Parsippany, New Jersey • 10/2007 - 06/2011
Supported senior management and business operations with administrative and customer service efforts
Scheduled conferences, meetings, conference calls, and travel arrangements for President and Vice-Presidents
All bookkeeping duties, including client invoices, monthly bank reconciliations, month-end closings, financial statements, A/R
Transcribed correspondence and managed all documentation relating to Sales and Leases
Maintained office calendar to coordinate workflow and meetings
Interacted with clients, vendors and visitors
Performed general clerical duties to include, but not limited to, bookkeeping, sorting and distributing incoming correspondence, including faxes and emails, answered telephones and transferred to appropriate staff members
Coordinated and maintained records for staff, office space, telephones, parking, company debit cards and office keys
Compiled, transcribed and distributed minutes of meetings
Collected and maintained inventory of office equipment and supplies
Maximized efficiency by relaying issues and requests from staff to HR or General Manager for resolution
Supported team of 4 sales managers, performing mass mailings, preparing reports and correspondence, and carrying out general administrative functions
Developed formal lease proposals and oversee preparation of all lease documentation
Developed customer assessment questionnaire to identify company's strengths and weaknesses, enabling company to better tailor processes and meet customer needs
REFERENCES
Furnished Upon Request
LANGUAGES
English
Native or Bilingual
Italian
Native or Bilingual
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