Part-time Bookkeeper

Bookkeeper

The role of the Bookkeeper is to ensure that daily receipts are accounted for and that disbursements are made.  He or she
performs an important function in the Shop by acting as an accounts manager for the Owner.  The Bookkeeper is to
maintain accuracy and completeness of all records in a timely manner, to inform the Owner of any challenges with
outstanding accounts, and to work with the Owner to achieve an average collection period (ACP) of 35 days or better.

Responsibilities

Daily AR 

 Answers all phone or mail inquiries for A/R; sends invoices as needed to A/R customers

 Calls credit references on new accounts and obtains the following data from bank and at least one vendor:

 Average bank balance

 Amount of time with bank/vendor

 Highest balance with vendor

 Is vendor account current?

 Gives new account data to Owner who will set credit limit

 Enters new account into POS system by next business day

 Receives AR payments:

 Copies each check paid on account and its stub

 Date stamps each copy

 Enters payment into POS system

 Calls A/R customers whose accounts are over 35 days past due

 Logs in call and results

 Calls every 5 business days until invoices are paid; logs in status

 Calls customers within 2 hours of receipt of NSF (insufficient funds) checks

 Logs in status

 Informs Owner if having challenges collecting

 Calls customer every 5 business days for one month

 Initiates collection procedures after one month

Daily AP
 Answers all phone or mail inquiries for A/P
 Codes bills and enters into appropriate accounting software program (Owner will review coding for those items
that are non-standard)
 Agrees the vendor quantities, per unit costs and total amounts to the related purchase order, where appropriate –
Obtains Owner approval for any discrepancy greater than amount determined by Owner
 Date stamps each invoice after entering into accounting program and files into folders in “To Be Paid” section
Daily POS system POS System
 Posts all payments into the appropriate account in POS system; runs tape on all A/R checks and gives to closing
person
 Completes day close transaction per the Owner’s request (identified days)
 Reviews the closing worksheet for accuracy
 Verifies that all monies and checks received match the closing worksheet Alternatively – Reconciles
the daily POS system closeout to the bank deposit form
 Completes deposit form. Alternatively – Prepares a deposit form that ties to the daily closeout
reconciliation

Qualifications

 Background in accounting with A/P and A/R as well as cash management
 Strong analytical ability regarding financial information
 Familiar with accounting software programs (Quickbooks)
 Familiar with MS Office software (Excel, Word)