Bookkeeper/Administrative & HR Coordinator

PRINCIPAL RESPONSIBILITIES:

• Understand the strategy, vision and expansion model of the organization including a basic understanding of MRE’s business: be aware of and help to enforce organizational policies and best practice procedures.
• Consistently support the general direction, initiatives and specific final decisions of the Management team in all aspects of the business; use influence sensitively to garner cooperation of management and co-workers. Maintain service excellence.
• Generate goodwill for the organization and its management among staff, clients, suppliers, referral sources, regulatory bodies, the general community and others pertinent to the business.
• Oversee all financial aspects of the organization, including accounts payable, accounts receivable and the general ledger. Regularly generate and review accounts payable/receivable reports for accuracy.
• Maintain all related accounting and bookkeeping records and accounting files in an accurate, neat and orderly manner.
• Oversee processing of accounts receivable. Generate and mail customer invoices; monitor billings for accuracy and communicate with personnel to resolve discrepancies or verify unusual items.
• Perform collection calls and negotiate with delinquent customer accounts to minimize collection activity potential, with approval from the President.
• Perform all computer data entry related to billing and payment procedures to generate and review related reports and routine financial statements for discrepancies; resolve discrepancies and submit to company accountants in a timely manner.
• Review invoices from vendors to ensure their accuracy and prepare account payable checks in a timely manner to receive prompt-pay discounts and to avoid incurring any past-due charges.
• Prepare and process payroll in conjunction with outside payroll service; enter payroll journal entries accurately and timely.
• Process bank reconciliations of payroll and general accounts; reconcile bank statements in a timely basis and throughout the month ensure an accurate, positive balance; inform management immediately of any discrepancies or problems.
• Interact with all company personnel regarding financial issues.
• Act as benefits administrator to include completing required paperwork and processing updates as needed; serve as the first line of employee support by filing routine workers’ compensation forms, assisting employees with medical claim forms and distributing employee handbooks and related materials.
• Assist the President in maintaining company insurance to include workers’ compensation and fire.
• Assist in developing, implementing and updating company policies, procedures and employee handbook; answer employee questions regarding the benefits package or other employee agreements and programs.
• Assist the President in developing and maintaining an effective organization through the selection, training, compensation, motivation and review of assigned employees.
• Assist the President in developing and maintaining a program for sound employee relations.
• Maintain current familiarity with federal, state and local statutes involving employee selection and labor relations.
• Assist in processing termination paperwork in an accurate and timely manner.
• Create, maintain and promptly update personnel files for each employee in an organized and secure manner; also input appropriate information to maintain the employee database.
• Establish and maintain bulletin boards for the posting of legal and corporate notices; also, ensuring that all appropriate notices and policies are communicated to the employees.
• Assist management in preparing an annual plan of location events and programs to maintain a high level of employee morale.
• Oversee details of office meetings to include preparing agendas and other details as requested.
• Attend seminars, conferences and all meetings as directed by the President.
• Prepare correspondence, forms, reports and databases using available computer hardware and software and other office machines; maintain organized files and treat information acquired in the course of work confidentially and responsibly.
• Perform regular inventory of office supplies and order replenishments as needed; arrange for technical support and/or maintenance of copy, fax and other office equipment as needed.
• Greet and assist persons who phone and/or enter the office in a polite, respectful and helpful manner to ensure positive relationships. Route requests or calls to appropriate persons; take accurate and timely messages or direct callers to voice mail when appropriate.
• Work daily and effectively to balance stress of multiple projects, conflicting priorities, substantial workload, environmental ambiguity and changing plans through self-management and productive communication with the Management team regarding needs for support.
• Develop and maintain a procedure manual for the position as well as a year-at-glance listing of all responsibilities to ensure time-specific functions are prepared for and met in the normal course of business and not “crisis” mode.
• Perform other functions as deemed appropriate by the President and/or Management Team.

Supervision Exercised: None

Internal Contacts: Frequent direct, telephone and electronic contact with all company employees.

External Contacts: Frequent direct, telephone and electronic contact with clients, vendors, suppliers, and the general community.

FLSA Definition: Non-Exempt

Working Conditions: Normal interior office conditions.

Hours of Work: 40 hours per week with extra time as needed to support the mission, activities and expansion of the

organization. Any overtime must be preapproved.

EDUCATION SPECIFICATIONS:

High school diploma or general education degree (GED) with some advanced courses in business, office administration and/or human resources.

EXPERIENCE SPECIFICATIONS:

2+ years of general business and/or customer service experience.

• Knowledge of accounting, human resources, administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.

• Demonstrated skill and proficiency with Windows-based computer applications (specifically Word and Excel); QuickBooks and other industry-related software and office equipment.

• Demonstrated ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

• Excellent conceptual thinking skills and the ability to identify and analyze issues and problems and to use independent judgment to make decisions, and to recommend and/or implement solutions.

• Ability to listen and communicate clearly, fluently and diplomatically orally and in writing in the English language; also to maintain excellent interpersonal and cooperative relationships with management, staff and clients.

• Ability to plan, organize, prioritize, and accurately follow through on work activities to meet deadlines.

• Ability to work independently with a minimum amount of direction and/or supervision.

• Ability to remain flexible, resilient, calm, maintain a sense of humor and to regularly present a well-groomed, professional image.

   

   

  SPECIFIC JOB KNOWLEDGE, SKILLS AND PERSONAL ABILITIES REQUIRED

• Ability to exhibit desirable and appropriate behavior including integrity, ability to get along with others, team playing industriousness, supportive communication, sense of urgency and confidentiality and independent judgment to provide for a cohesive working environment dedicated to achieving the organization’s goals.

• Ability to work effectively and respectfully with staff, managers, executives and others with a variety of working styles to achieve accountability and results using authority and influence sensitively to garner cooperation. Maintain service excellence.

• Ability to work daily and effectively to balance stress of multiple projects, conflicting priorities, substantial workload, environmental ambiguity and changing plans through self-management and productive communication with the President and Management Team regarding needs for support.

• Ability to generate goodwill for the organization and its management among staff, clients, suppliers, referral sources, regulatory bodies, the general community and others pertinent to the business; demonstrate a strong commitment to client service and service excellence.

• Ability to meet the physical and mental requirements of the essential job functions.

• Regular, consistent, punctual attendance is an essential function of this position.