Small Firm Exchange

Dana,

I'm glad that I'm not the only one that finds this a tricky topic.  We've had various success at delegating various items to different bookkeepers we've worked with over time.  Currently our bookkeeper helps with:

-processing everyone's timesheets

-setting up pay stubs for team members / coordinating our payroll service

-creating monthly client invoices and sending them out

-following up on payments not received

-tagging items on company card by type (in quickbooks)

-completing a monthly spreadsheet that tracks each project's estimate against what's been billed

Our consistent stumbling block has been that part-time bookkeepers work on each task only once a month and often forget exactly how they did things the last month.  In the end, we've put in more rigid requirements, checklists, and "how-to's" and this has helped.  We let people know that they can update any of those lists if they know a better way....we just want to have set processes that happen the same way each month.

I'll include the last job description my teammate worked out when we were looking for a new person.

I hope that helps some,

Matthew

Part-Time Bookkeeper – Job Description

Overview:
We are seeking a detail-oriented and reliable part-time bookkeeper to manage the day-to-day financial records of our small business. The ideal candidate will be comfortable working independently, maintaining accurate records, and supporting a wide variety of financial operations in a small firm setting.

Key Responsibilities:

• Accounts Payable & Receivable
• Process incoming invoices and ensure timely payments to vendors and consultants
• Prepare and send customer invoices
• Input hours from timesheets or bill against percentage complete
• Gather and add any: mileage, printing costs, consultant fees....
• Monitor payment status, follow up on outstanding accounts
• Bank & Credit Card Reconciliation
• Reconcile monthly bank and credit card statements
• Ensure all transactions are accurately recorded
• General Ledger Maintenance
• Record and categorize expenses, income, and journal entries
• Maintain accurate and up-to-date general ledger
• Payroll Support
• Assist with processing payroll (or coordinating with payroll service provider)
• Enter hours from timesheets into client invoices
• Develop paystubs
• Track employee hours and benefits, if applicable
• Double-check: Continuing Education fees, mileage, stipends, scholarships
• Financial Reporting
• Prepare monthly project progress reports (amount billed vs. amount estimated)
• Assist in creating annual financial reports
• Run quick book reports to summarize yearly figures
• Assist with budgeting and cash flow projections
• Tax Preparation Support
• Maintain records and provide documentation required for yearly tax filings
• Mileage records
• Office expenses
• Documentation for depreciation of office equipment
• Complete quarterly tax payments
• Systems & Documentation
• Maintain organized digital and physical financial files
• Categorize all credit card expenses, monthly
• Categorize all checks received, in QuickBooks, monthly
• Update internal accounting procedures and bookkeeping checklists
• Software & Tools
• Use accounting software (QuickBooks)
• Utilize spreadsheets and file-sharing tools (Excel, Google Sheets, Google Drive....)

Qualifications:

• Proven experience as a bookkeeper or in a similar financial role
• Strong knowledge of accounting principles and practices
• Experience with bookkeeping/accounting software
• Strong organizational skills and attention to detail
• Ability to handle confidential information with integrity
• Good communication skills and ability to work independently
• Associate degree in accounting or related field experience preferred
• The ability to meet once a month (in person or virtually) to provide updates