Bookkeeping and Administration Duties Overview

The Three Stone Hearth Bookkeeper supports the company’s accounting functions by maintaining records of the company finances and managing accounts payable and receivable, payroll, monthly and annual financial reporting, month-end closings, reconciliations, ensuring legal compliance and other related administrative tasks.

Key Accountabilities
● Accounts Payable
○ Create and maintain financial processing procedures for the organization
○ Prepare and process invoices in QuickBooks, accurately and timely
○ Review and verify Vendor Statements
○ Prepare and process weekly vendor payments
● Accounts Receivable
○ Log daily receivable deposits
○ Daily store reconciliations (online, brick & mortar, farmer’s market): record daily sales and credits in Quickbooks, refresh cash boxes
○ Make weekly bank deposits
○ Transfer funds between bank accounts as necessary
● Payroll
○ Understand payroll process and system (PRG), oversee and serve as Company Payroll Processor with backup from the HR Generalist
○ Input new hire information into the PRG system
○ Audit electronic timesheets for employee weekly hourly commitments
○ Submit employee CalSavers contributions
○ Create payroll and CalSavers journal entries
○ Maintain payroll analysis report and advise regarding its implications
● Reconcile bank, credit cards, and balance sheet accounts on a monthly basis
● Prepare monthly and year-end statements of Income & Expense, Balance Sheet, and other reports as necessary
● Remit all required taxes on a timely schedule.
● Maintain an orderly accounting filing system, including vendor, bank, credit card, payroll and related files by Fiscal Year.
● In conjunction with Accountant, determine annual Patronage payouts and schedule payments per the company bylaws
● Renew and maintain company Permits and Licenses
● Work with Accountant to finalize year-end books and file taxes for all necessary government agencies
● In conjunction with Finance Team, create and track annual budget
● Apply for grants and/or tax credits as appropriate

On-site Responsibilities

Ongoing administrative tasks include:
● Answering phones
● Attending staff meetings as needed
● Performs other administrative duties as needed