Office Administrator

1st Employment; Hot Springs (AR); On-site; USD 35,000 - 45,000; Full time

Job summary

A local employment agency is seeking an Office Administrator in Hot Springs, Arkansas. The role involves maintaining accounting records, managing payroll, and processing vendor transactions. Candidates should be proficient in QuickBooks, Microsoft Excel, and have knowledge of Full Charge Bookkeeping. Those able to work independently and make educated decisions will thrive in this position. This role offers a unique opportunity to contribute significantly to the administrative functions of the company.

Qualifications

• Proficient in QuickBooks, Excel, and bookkeeping.
• Ability to work independently and make decisions.

Responsibilities

• Maintain and update accounting and personnel records.
• Setup vendors and record transactions in QuickBooks.
• Process payroll and file required tax reports.
• Assist in grant compilation and reporting.

Skills

QuickBooks

Microsoft Excel

Word

Adobe Pro

Full Charge Bookkeeping

Education

College-level education

Job description

Job Description

Job Title: Office Administrator

Minimum Qualifications: College-level education preferred, or equivalent combination of education, training, and/or experience. Proficient in QuickBooks, Microsoft Excel, Word, Adobe Pro, and Full Charge Bookkeeping is required (If you can't explain Full Charge Bookkeeping you do not qualify). Must be able to work independently and the ability to make educated decisions is crucial.

Job Summary

The Office Administrator is responsible for maintaining and updating all records pertaining to accounting functions, personnel data, vendor files, customer files, assisting in firefighter reporting compilation, and Grant compilation.

Job Duties & Responsibilities

1. Accounting
2. Accounts Payable:

   Setup vendors, record to appropriate GL account, review, and pay approved vendors/loans payable using QuickBooks and Excel spreadsheets. Accounts Receivable: Setup new customers, receive and post monies from members and nonmembers, Garland and Hot Springs County Tax Office to the appropriate GL Account. Issue invoices for new 911 addresses as needed and prepare annual fire assessments for members. Payroll: Setup new hires, calculate payroll and process payments/deductions to employees weekly, bi-weekly, and monthly. Review and remit payroll taxes as required. Prepare and file monthly, quarterly, and annual payroll reports required. Prepare and file year-end W2's, W3, and tax reports. Month End: Reconcile District and Foundation checking, money market, purchasing card, and petty cash. Account for fixed assets and report monthly changes. Review expenses with Chief and prepare month end reports (Balance Sheet, Income & Expense, Deposit Detail, Budget vs Actual, and corresponding excel spreadsheets) for Secretary/Treasurer, Accountant, and Board Members. Monthly/Annually: Reconciliation of bank accounts and petty cash accounts. Issue invoices for fire assessments to members/customers. Review Semi-monthly new address re-check list with the Chief and collect information as needed for the annual billing and annual tax reports for the County Assessor's Office. Make Daily Deposits using the Arvest Mobile App or carry deposits directly to the bank depending on the amount.

3. Work with the Chief and Board Members to meet budget goals.
4. Prepare Assessment Collection Reports as needed.
5. Prepare Grant documents for review/approval. (Act 833, Safer, and other Misc. Grants as they arise)
6. Human Resources: Process firefighter and non-firefighter applications. Process new hire drug screens and random drug screens. Process background checks on new hires. Set up new hires in QuickBooks and firefighter reporting software.