Job Description

Job Description

Job Description

Part-Time Bookkeeper/Office Administrative Assistant - Hybrid (Onsite 1 day per week)

Salary $22-$25

The Bookkeeper/Office Administrative Assistant will have primary responsibility for creating and submitting electronic invoices to our customers using QuickBooks, as well as various third-party billing platforms (Coupa, Bill.com, Square). This position will also be responsible for applying client payments in QuickBooks, researching payment issues, monthly account reconciliations, weekly collections/late payment calls/emails and other Admin Assistant responsibilities. This role requires strong attention to detail, analytical skills, problem-solving skills, strong QuickBooks & Excel experience, and an understanding of accounting principles including accounts receivable, accounts payable and an ability to work under deadlines with little supervision. Must have at least one year of QuickBooks experience in a work place/business environment.

Detailed Duties & Responsibilities: Essential Functions

• Electronic Billing of Customers:
  • Create and submit all invoices via QuickBooks for work performed
  • Ensure all accounting processes are followed according to company & client's procedures with accurate and timely results
  • Upload/Submit final invoices to online portals (Coupa, Bill.com, Ariba, Square, Client's Sftp)
  • Preparation for weekly/mid-month/month-end billing
  • Accumulate and maintain all weekly unpaid invoice details
  • Resubmit unpaid invoices as needed to clients or third party billing platforms
  • Follow up with customer's inquiries and requests
  • Monthly account reconciliations & reporting
  • Saving electronic invoices from QuickBooks to Adobe PDF format & emailing invoices per clients requirements
• Cash Application:
  • Use Microsoft Excel to compare the invoice and payment information
  • Apply payments in QuickBooks
  • Maintain and update detailed records of all unpaid/short-paid/overpaid items
  • Follow up with customer to determine next steps for payment
  • Monthly client Open Invoice reporting
• Collections:
  • Make weekly outgoing collection/overdue invoice calls and emails
  • Notate customer account in QuickBooks & Excel on latest collection progress
  • Escalate past due accounts to Accounts Receivable Manager
• Office Administrative Assistant:
  • Client compliance/IT security audit paperwork
  • Monthly SAM/OIG Exclusion reporting
  • Client W9 requests
  • Importing and exporting reports
  • Quarterly tracking for document storage & shredding
  • USPS BRM permit fee tracking and invoicing
  • Client PO Management
  • Updating policies, procedures, documentation relating to HR & IT/Cyber Security
  • Other Admin duties assigned by the Management Team

Positions Status:

Part Time Non-Exempt – +/-15 to 20 hours per week

One day per week onsite in Minnetonka, MN location

Schedule:

Flexible hours are available after the training is completed.

Experience Requirements:

· QuickBooks: 1 year (Required)

• Strong proficiency in Microsoft Excel, Word, Adobe Acrobat
• Month end QuickBooks reporting
• 1+ year of experience in an Accounts Payable role, proven background in Accounting is preferred
• Proficient in data entry with strong attention to detail and accuracy
• Experienced computer user with knowledge of Microsoft Outlook, Office Suite and instant messaging programs

Required Skills:

• Excellent written and verbal communication skills
• Demonstrated attention to detail and good organization skills
• Ability to adapt to tight deadlines and follow through on urgent customer invoice requests
• Resourceful and able to identify areas of possible improvements and automations.
• Positive, proactive, and courteous customer service attitude
• Strong interpersonal skills handling sensitive/confidential situations and documentation.
• High ethical and professional standards, including a commitment to data privacy and adherence to organization policies and procedures

· Strong written and spoken communication skills in English required

• This is a work-at-home positions; you must be able to work at home with the self-discipline needed to be effective
• Able to maintain confidential information
• Successfully pass and maintain acceptable background checks and security clearances

Nice to Have

• Experience working with Coupa, Ariba, Bill.com, Square & uploading/downloading to SFTP sites

Physical Requirements:

• Must be able to sit for long periods of time. Must be able to operate a computer. Ergonomic desk set up and quiet work location

Equipment Requirements

• A fully functional desktop or laptop computer with Microsoft Windows 10 or 11 operating system
• NO Chromebook, iPad, tablet PCs
• High speed internet (wired into the computer)
• Able to run Windows Updates regularly to keep system current with latest security updates from Microsoft.
• Antivirus software. Only one antivirus program installed. (Avast and Kaspersky not supported)
• Two monitors, one of these monitors should be 21" or larger.
• If the primary work computer is a laptop, required to use an auxiliary mouse rather than the laptop touchpad and to use a regular keyboard with 10-key pad.
• Remote Desktop Connection program

This position is only open to applicants in the following state: Minnesota. Please do not apply if you are not located within one of these states.

All positions at ADAPT require an applicant who has accepted an offer to undergo a background check. The specific checks are based on the nature of the position. Background checks may include some or all of the following: SSN/SIN validation, employment verification, criminal check, search against global sanctions and government watch lists (SAM/OIG/etc.), and/or drug test. By applying for a position with ADAPT, you understand that you will be required to undergo a background check should you be made an offer. You also understand that the offer is contingent upon successful completion of the background check and results consistent with ADAPT's employment policies.

To apply, please visit our career's page at -5a65-49e7-a239- ad58c98d2fe6/135109-Automated-Data-Processing-Tech-Inc

ADAPT, Inc. Information:

ADAPT is a leader in the survey processing industry with over 40 years of experience. We currently process over 8 million surveys a year for more than 100 different Market Research companies. Our goal at ADAPT is to make the researcher's life easier. We accomplish this by offering a "one-stop-shop" approach for handling the labor-intensive portions of a study. We leave the study design and data analysis to the highly trained research professional.

ADAPT offers services in image scanning, comment coding, verbatim transcription, inbound mail, survey check-in, tape transcription, data entry, survey printing and tabulation.

Our success and growth have been the result of 3 basic principles that each and every associate at ADAPT is committed to. They are: 1. We absolutely, 100% of the time meet deadlines. Our customers know they can count on us, and this is the fundamental reason for our success. 2. Quality- The outputs we supply to our customers are the most accurate in the industry. 3. Customer Service- No matter how big or how small your request is, ADAPT will accommodate them quickly and happily

Compensation details: 22-25 Hourly Wage

PIc4f70d5f5858-25405-34244823

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