Bookkeeper

OFFICE STAFF JOB DESCRIPTION

ON SITE ONLY (NO REMOTE), WITH BENEFITS, HEALTH INSURANCE, ETC. FLEXIBLE SCHEDULE.

*** SEND RESUME TO JM@FRLCO.COM ***

CARE AND SATISFACTION OF THE CUSTOMER ARE EVERYONE’S PRIMARY JOB REQUIREMENT AND RESPONSIBILITY.

PREFACE

Each employee of Front Range Lumber has varying job roles and specific duties unique to each role. While multiple factors including, but not limited to the following are common throughout, all employee roles differ significantly from others in the physical requirements, communication requirements, tools/equipment used, safety procedures, location of task completion, etc

As a simple illustration – just using “communication methods” used by differing roles can be summarized as: 

Sales – very verbal (in-person or by phone) and by email

Drivers – Generally less complex verbal communications and simple written records (i.e. obtaining delivery address off the delivery paperwork. 

Office staff – written materials in a variety of formats plus verbal and email. 

Yard – following on-paper orders from sales pertaining to type/quantity/etc. of material. 

This job description should not be expected to cover all aspects of any role, all details or any possible contingency. This description should be used in conjunction with other employee materials; including but not limited to Employee Handbook, Safety Rules/Policy Book and other written/oral materials. 

PHYSICAL REQUIREMENTS

This position requires constant mental effort and focus. There must be a heavy emphasis placed on the need for good (corrected) vision and hearing. Since this is an office job, an employee must be able to sit/stand at a desk in front of a computer for extended periods of time. Moderate phone use. Very minimal lifting/physical demands. Climbing stairs needed to reach office area. HEAVY computer use with additional “normal” office tasks as filing, sorting and organization. 

BASIC REQUIREMENTS

Must have good communication and listening skills. Should be highly detail oriented and have the ability to carry out basic office tasks (filing, light typing etc.). Must have fundamental knowledge of bookkeeping and accounting. Need to be flexible in attitude and adapt easily to changing job demands and pace. Eager to learn/grow. Manage personal cell phone use. Work well with others. Assist co-workers as needed and without prompt. Problem solve as best as possible, finding a solution to get the assigned tasking completed. Strive for year over year personal growth and knowledge. This position requires the most “education” (&/or previous experience) needed of any role within the Company. Assist management. 

Direct report to management, specifically ________________

Maintains sense of urgency, especially in peak times/season. This role has the most “consistent/predictable workload within the Company throughout the year.

Safety aspects are minimal compared to other roles.

Note workload can be paced/adapted. This role is removed in most ways from others. Few must-do’s at any given moment – other than meeting an ultimate schedule/deadlines. 

COMPUTER/CASH RESPONSIBILITIES

Enter all transactions into system correctly and verify that others do and have done the same. Reconcile the previous day’s cash register drawer and prepare the drawer for the next day's business. Fill out daily cash deposit and related.

HUGE sales tax responsibility – tracking/reporting. 

Use the system’s A/R, A/P, GL, etc. modules extensively. This role relies heavily on a computer and its unique software. 

RECORD KEEPING RESPONSIBILITIES

Forward all paperwork and/or record deviations, inconsistencies, problems, etc., in any form, to management. Process accounts payable to established standard. Make every effort to process all paperwork necessary to obtain purchase discounts and avoid penalties/late fees. Compute, complete and mail all necessary sales, payroll, unemployment and any other misc. tax reports. Create and maintain records, books, files, etc. as necessary. Reconcile bank statements, ledgers, journals and all other records for balance and accuracy, following established rules and procedures. Make recommendations for changes for the above mentioned. Accuracy in these responsibilities is paramount. This role requires a level of exactness (balancing, journal entries, etc) far exceeding other roles. Even if left unfinished or incorrect by other roles (specifically sales staff), the “buck stops here” and must be resolved by this role in many cases. 

ACCOUNTS RECEIVABLE RESPONSIBILITIES

Maintain accounts and perform regular maintenance (aging, write-offs, address changes, etc.) Complete month-end-closing statements, to include aging, balancing and new month set-up. Aid in debt collection as directed by management.

COMMUNICATION RESPONSIBILITIES

Notify management when any need or problem arises. Keep management current on the status of assigned tasks. Maintain strict confidentiality on all company matters, to include but not limited too; profit/loss information, payroll, sales; credit details, personnel matters, assets, liabilities, loans, etc. (highest level in Company). Process incoming and out going correspondence, (printed, written, and electronic). 

Remember/document infrequent tasks so as to know what to do in more rare activities. (i.e. sales tax, annual tasks, year-end activities, write-offs, etc.).

CUSTOMER SERVICE/MISC. RESPONSIBILITIES

Answer customer questions. Answer phones when necessary. Use effective phone manners. The ability to resolve problems over the phone is essential. Represent the Company well. Minimal customer contact, especially compared to others in the Company. 

It is mandatory for all employees to participate in doing the physical inventory count at the end of the fiscal year. Although this role generally does not actually “count” inventory, large physical inventory actions may be needed at appropriate time(s). 

Assist in keeping the office area clean and organized.

If you are having difficulty retaining your composure when dealing with a difficult customer/person, ask someone to take over for a few minutes, excuse yourself and take a few moments to calm down. Look at the situation from the other’s perspective, and if it were you in their place how would you want the situation handled.

PROBLEM MANAGEMENT/RESOLUTION

Anticipate possible problems and work toward solving them. These problems can sometimes be avoided if questions are asked, data is verified, etc. 'Damage Control' is the process of minimizing the amounts of time, effort and cost associated with a problem. Resolve any problems that do arise quickly and with as little aid as possible. Follow established policies and procedures. Be punctual and maintain good attendance. Personal phone calls, time off etc. are allowed, but this is a place of business. Attention to detail is extremely important. Learn from previous mistakes. Expand and improve upon current knowledge and must be able to adapt and change with the job needs. 

“*” Using this factor: “Handling/maintaining material” (as above) as an example of all other factors contained herein – even though all three job roles must execute this factor, they execute in widely varying manners, detail, methods, equipment, etc. Other roles are even more differentiated. Stated otherwise and as a SIMPLE example/sample: handling/working with a door: 

Yard – may handle generally alone by carrying or by forklift, generally to unload off a supplier’s truck and verify its protection in the shed or otherwise. 

Driver – may load onto their truck, generally by hand with assistance from other staff/customer/supplier. Subsequently unloading at delivery site – safely and without damage

Shop – may handle, cut, adjust, etc. the door with hand/power tools 

Sales – May never touch any given door – only talk, show, sell the customer

Office – Probably will only handle the paperwork regarding the door 

SEND RESUME TO JM@FRLCO.COM