Job Description – Bookkeeper

Job Summary

The Bookkeeper fills a key role at The Minerva Group (TMG) by providing accurate bookkeeping services to multiple assigned clients. The Bookkeeper will work in conjunction with a Staff Accountant and/or Senior Accountant to effectively fulfill the clients’ scopes of work according to the engagements and defined schedules. The TMG Bookkeeper is an independent master of prioritization and task management to successfully meet client and TMG objectives.

Primary Responsibilities

The Bookkeeper will provide the following services as determined by client assignments. The daily activity of the Bookkeeper may cross into multiple fields of focus, including bookkeeping, operations processing, and preparing financial reports. While the below list is detailed, it is not exhaustive. Additional duties and responsibilities may be assigned as necessary.

• Accurate and timely entry, processing and coding of all cash, credit card, payable and receivable transactions into the general ledger software.
• Collect W-9’s, or request from client, as needed for new vendors.  Track and follow up on pending requests to ensure a smooth 1099 process at year end. Prepare and distribute Form 1099’s by annual deadline.
• Monitor clients’ accounting email inbox and provide timely responses and action.
• Setup (as needed) and maintain app integrations (bank, credit card, POS, Bill, etc) in QBO.
• On-time payroll processing, in accordance with each client’s specific processes and procedures.  Record, or verify recording of, payroll information into the general ledger software.
• Perform monthly reconciliations of all bank, credit card, loan, clearing, payment processing, and/or similar accounts.
• Monitor payroll liability accounts to ensure proper recording of tax obligations and payments. Research and resolve any discrepancies or problems.
• Enter recurring journal entries for items such as prepaid expenses or depreciation.
• Understand and support proper job-cost accounting, grant management, and similar as required for assigned accounts.
• Complete the month-end bookkeeping services checklist and preliminary draft of monthly financial reports; seeking guidance from Staff Accountant or Senior Accountant as needed.
• Contribute to client internal accounting controls through policy and procedure enforcement and recommendations when needed.
• Maintain complete and accurate workpapers and other documentation as needed to support financial information and transactions in clients’ books.
• Identify and make recommendations to Senior Accountant for accounting processes, use of technology or other areas where client efficiency or profitability can be improved.
• Represent TMG to assigned clients in a professional and courteous manner. Respect and nurture the relationship with each assigned client through competent and timely services, prompt and clear communication, and sound judgment.
• Proactively communicate with TMG leadership regarding any recommendations, concerns or problems with TMG operations, processes or procedures; client relationships; scopes of work; team members; or any area in which improvement may be recognized.
• Save complete and organized files to the appropriate TMG resource such as Google Drive, Practice Protect, or Financial Cents.
• Always protect the security and confidentiality of client data through proper use of TMG’s security protocols and procedures.
• Timely review and response to internal email and Slack communications. Share information with team members as needed for thorough and successful client services.
• Enter accurate timesheets into time-tracking system daily.
• Utilize TMG’s firm management tool, Financial Cents, to guide and record services performed. Participate in keeping Financial Cents projects, tasks, deadlines, and schedules complete and accurate for each client’s scope and procedures.
• Proactively seek and or actively participate in presented opportunities for continuing education to maintain and grow accounting and technology skills.

Key Accountabilities

• On-time, on schedule completion of all assigned work per Financial Cents and assigned client engagements, to be performed in accordance with GAAP, FASB, industry standard best practices and or Minerva Standard Operating Procedures (SOPs).
• Record time and track all work in TMG’s practice management hub (Financial Cents). Each employee is responsible for recording time, marking projects and tasks as complete when the work is performed, assist in maintaining the accuracy and detail of work in the system, and adhering to all company SOPs.
• Provide timely communication with both clients and co-workers. Respond within 24 hours to at least 75% of client requests and within 48 hours for the remainder.  Respond to 100% of internal communications via Slack within 1-2 hours.
• Participate in company-wide events, both virtual and in-person.
• Invest in at least 20 hours of continuing education annually with a focus on accounting and technology subject matter.

Working at The Minerva Group

The Minerva Group is a fully remote accounting and bookkeeping professional services company. Our employees enjoy and are entrusted with autonomy and authority to successfully manage their own time and duties. Though a specific daily schedule is not dictated, full-time bookkeepers are expected to record 36-40 client related hours per week. In addition, the Minerva Group places the following expectations and requirements on all employees to support the company’s ultimate success.

• Passionate for upholding TMG’s culture, vision and mission.
• Successfully manage priorities to complete all assignments on schedule.
• Be available within 1-2 hours via Slack during normal business hours for your time zone.
• Maintain accurate calendar and Slack status settings during business hours to indicate availability.
• Proactive, open and timely communication is critical. Be sensitive to, and work to overcome, the challenges of communication for a remote workforce.

Qualifications and Skills

• Thorough knowledge of basic accounting procedures and principles.
• At least 2 years’ experience in providing bookkeeping services with comparable duties and responsibilities.
• Familiarity with month-end / year-end review processes.
• Experience working at a firm with multiple clients is preferred.
• Excellent accounting & general office software skills including QuickBooks Online, QBO Payroll, and MSOffice / G-Suite applications. Experience with additional GL systems, payroll systems, bill-pay systems, and other accounting related systems a plus.
• High degree of comfort with technology and learning new systems.
• Excellent communication and interpersonal skills.
• High degree of integrity to handle confidential information and prioritize security.
• Strong attention to detail and task management skills.
• Willingness and desire to take the initiative in all areas of work. Equally successful working independently and as part of a team.
• Background in construction with job costing or non-profit accounting highly preferred.