Bookkeeper/Administrative Assistant

Job Summary:       

The Bookkeeper and Administrative Assistant performs a wide variety of administrative tasks in support of the general administrative, sales, marketing, orders, accounts payable, accounts receivable and inventory functions of the organization. 

These tasks frequently place the Bookkeeper/Administrative Assistant in direct contact with the customer, therefore a strong awareness and appreciation of customer requirements is required.

As part of the management team support staff, the Bookkeeper/Administrative Assistant is required to help promote the long range ideals, goals and objectives of Moeller and Walter.

Primary Duties and Responsibilities:  

• Customer Relations:    This position requires frequent and direct contact with Moeller and Walter customers.  The position requires the ability to satisfy minor customer issues relating to choice of material, availability, quality, quantity, delivery and return. 
• The Bookkeeper/Administrative Assistant will report major issues to the Owners.
• The Bookkeeper/Administrative Assistant must always conduct him/her self in a positive and professional manner to convey the best possible image of Moeller and Walter to the customer.

Specific Job Functions:  Items in “red” are considered to be primary responsibilities for your position.

• Administer the payroll, including timecard calculations, calculations for state and federal taxes, FICA sales tax, FIT, and other deductions.  Submit deducted payments to the proper authority on time.
• Administer health insurance, Vision insurance and general staff benefits issues.
• Document all concerns, requests and results.
• Track and record employee vacation and sick leave.
• Set up new customer accounts.
• Daily: track, record and administer accounts receivable and payable in a timely fashion.  Take advantage of discounts on accounts payable when offered. 
• Prepare and administer aging reports on accounts receivable.
• Prepare necessary bookkeeping records and documents for the Certified Public Accountants.
• Enter daily tickets and invoices into the computer.
• Greet customers and see to it their needs are met in a cheerful and helpful manner.  Take orders.  From time to time get material from the yard or display areas for customers.
• Answer the telephone, take messages or forward to voice mail and coordinate the flow of message information throughout the offices.  Always answer phone quickly and cheerfully.  Listen well, ask pertinent questions and take clear and concise messages.  Be sure to get return phone numbers and extensions.
• Handle incoming and outgoing mail. Be responsible for seeing that the outgoing mail is taken to the post office each day by 4:00 p.m.
• Coordinate incoming and outgoing FAX machine messages.
• Track staff personnel coming and going to/from the facility.  Be aware of where they are and when they will return.
• Count, balance and deposit cash in the local bank.  Place remaining cash in safe prior to leaving the office.
• Inventory and order office supplies.
• Assist the front desk with customers when necessary.
• Keep retail area clean, neat and well organized.  Maintain accurate and current pricing.  Keep display literature replenished.  When appropriate train and direct others in this effort.
• Assist in preparation of advertisements.
• Double check and write up return tickets.
• Price daily tickets and be responsible for end of the day cash check.
• Keep offices machines in good working order, keeping ink and paper supplies in machines, reporting malfunctions immediately and following through on corrective actions.
•  Assist in the set up and modification of displays, and keeping offices and display areas neat, clean and orderly.
• Assist in the selection of promotional clothing and other items for employees and customers. Research the cost of these items. Monitor the dispersal of these items. Maintain all records regarding those purchases and distribution on computer file.    
• Perform civic duties on behalf of Moeller and Walter as requested, such as assisting in special annual community events as stated above.
• When asked, send flowers, cards or gifts on behalf of the company, plan special holiday events and decorations.

General Duties and Responsibilities:

• Maintain good communication with customers, company sales and office personnel to assure accuracy and timeliness of all customer requirements.

• Assist with all general housekeeping functions in the offices and display areas on a daily basis.  Look for ways to keep offices and display areas neat and orderly.
• Be mindful of safety and security measures at all times and obey all rules. 
• Set a good example for all employees by maintaining good personal deportment, friendly attitude, neatly groomed appearance and professional attitude at all times.
• Perform daily duties with minimal disturbance of coworkers.

Required Knowledge, Skills and Abilities:

• Must have a good knowledge of mathematics.  Must be able to make financial calculations accurately in a wide range of applications.
• Must have a good understanding of, and be able to operate, calculators, computers, various computer financial software programs, phones, copiers and other office equipment as necessary.

• Ability to make sound judgments and decisions.
• General knowledge of building materials of all types, including an understanding of measurements and dimensions and the ability to calculate sizes, measurements and dimensions.
• Must have good communication skills.  Must have the ability to read, write, and follow written and verbal instructions in English and also communicate verbally and in writing.  Must have general language skills adequate to read and interpret various documents such as delivery and return tickets, invoices, safety instructions and warnings, operating and maintenance instructions, procedure manuals, and price book entries.

Work Environment:

• While performing the duties of this position, the Bookkeeper/Administrative Assistant will perform most tasks in a typical office or display room environment. 
• The Bookkeeper/Administrative Assistant is occasionally asked to perform special duties of all types outside the company facility such as community and company events in the community.
• This position requires careful observation of health and safety rules to include periodic visits to the yard where certain health and safety rules must be followed at all times.

Special Qualifications or Certifications Required:

• Three to five years direct experience in bookkeeping, accounting or a related field.
• Some prior knowledge and experience in building materials and construction is preferred.

• Possession of or able to obtain a motor vehicle operator license.
• Safety instruction certificates as required.
• A high school diploma or equivalent.  A two year associate degree in a related accounting field is preferred.

Ability to obtain Notary Public for the State of Iowa