Full Charge Bookkeeper/Office Manager

Job Description

Job Description

The Full Charge Bookkeeper/Office Manager is responsible for supporting the financial and administrative operations of a growing organization serving the construction and workforce education industry. This role manages day-to-day accounting activities, office administration, recordkeeping, and operational processes that support the organization's programs, customers, students, and staff.

The position independently handles a variety of accounting responsibilities, including invoicing, accounts receivable, reconciliations, financial reporting, and internal controls. The Full Charge Bookkeeper/Office Manager also oversees daily office operations, vendor relationships, file and records management, office systems, and facility coordination.

This position plays an important role in maintaining accurate financial and administrative records and ensuring customer, student, and organizational information is managed in accordance with applicable requirements and internal procedures.

Responsibilities

Accounting

• Enter daily receipts and prepare deposits.

• Process purchase orders and related financial documentation.

• Scan, organize, and archive accounting records using electronic document management systems.

• Generate invoices for programs, training, services, and other organizational activities.

• Process credit card and check payments.

• Maintain accurate general ledger and project accounting information.

• Process accounts receivable and follow up on outstanding balances.

• Assist with customer and student billing.

• Reconcile monthly bank and credit card statements.

• Monitor budget activity and identify or report variances.

• Support budget preparation and financial forecasting activities.

• Assist with audit preparation, tax-related documentation, and compliance activities.

• Prepare internal financial reports and respond to routine financial inquiries.

• Prepare journal entries and supporting documentation as needed.

• Maintain appropriate internal financial controls and documentation.

• Assist with payroll-related reporting, calculations, and compliance activities.

• Recommend opportunities to improve accounting and administrative processes.

• Utilize QuickBooks, Excel, and other business systems to complete routine financial functions.

Office Administration

• Oversee day-to-day office operations and administrative workflow.

• Manage office supplies, equipment, vendors, and service agreements.

• Maintain organized digital and physical filing and recordkeeping systems.

• Coordinate facility maintenance, security, and related office needs.

• Assist with meeting scheduling, calendars, and internal coordination.

• Maintain office procedures, standard operating procedures, and administrative documentation.

• Support compliance with office safety, technology, and information-management procedures.

• Maintain accurate and accessible business, customer, and student records.

• Perform general office duties including telephone coverage, mailing, filing, document preparation, and ordering supplies.

• Provide administrative support to staff and organizational leadership as needed.

Human Resources Administration

• Maintain confidential employee personnel files and related documentation.

• Coordinate benefits enrollment for new hires and process eligibility or contribution changes.

• Assist organizational leadership with administrative and HR-related projects as assigned.

• Maintain confidentiality of employee, financial, customer, and student information.

Position Requirements

We are seeking an organized, dependable, and service-oriented individual who demonstrates the following:

• Strong organizational skills and the ability to manage multiple priorities and deadlines.

• Professional communication and interpersonal skills.

• Strong attention to detail and accuracy.

• Ability to independently manage processes and resolve routine issues.

• Sound judgment, discretion, and a high level of personal and ethical standards.

• Ability to identify appropriate resources and work collaboratively to resolve issues.

• Experience with accounting, bookkeeping, administrative, or business operations functions.

• Strong computer skills, including spreadsheets, word processing, email, database systems, and electronic document management.

• Experience with QuickBooks and Microsoft Excel preferred.

• Ability to work effectively with customers, students, vendors, staff, and other business partners.

Work Environment

This position is primarily performed in a professional office and educational environment. The employee may occasionally be exposed to training activities, vehicles, equipment, or other operational environments associated with the organization's programs. Noise levels are generally quiet to moderate.