20-30 hours/week
Responsible for General Ledger and Financials including;
Accounts Payable
- Enter invoices from vendors - code by event & type of charge
- Print checks from QB
- Pay athletes - commissions
- Mail checks to vendors – when possible, pay vendors by credit card
- Make copy of bills that are event expenses to be placed in event finance notebook
- File paid bills by payment type and date
- Enter in credit card charges into QB & code by event & type of charge
- Prepare various overseas payments either by foreign money order, check or wire
- Purchasing
- Prepare 1099s at year end
- Process expenses reports
Accounts Receivable/Event Invoicing
- Prepare invoices in Word(foreign currency) & enter into QuickBooks
- Send invoices via email, fax, Fed Ex, US Mail, etc. (varies by client)
- Enter payments into QB
- Stamp invoices paid & file accordingly into event notebooks or file drawer
- Follow up on accounts receivables
- Process payments by American Express Card for some invoices
Contracts
- File signed contracts and invoice accordingly
Banking
- Reconcile all bank and credit card accounts upon receipt of statements
- Keep foreign accounts balanced in checkbooks
- Make deposits
- Manage cash flow between accounts
Foreign Currency
- Keep up with current exchange rates and trends
- Manage cash flow of foreign accounts
- Use USFOREX for foreign currency purchases/transfers
Payroll
- Payroll processed by Corporate Payroll at end of month
- Post paychecks and tax payments in QuickBooks
- Post Simple IRA matching monthly
- Prepare Simple IRA payment monthly
- Prepare quarterly distribution information for officers
Event Reconciliation
- Work with event managers in preparing a reconciliation in Excel for each event and at times clients. Each reconciliation can take from 5 hours to 20 hours to prepare (depending on the client & event) All expenses are taken from
QuickBooks and compared to the event budget.
- Review entire event numbers with Gary to reconcile with his numbers
Semi/Annual Review by CPAs
- After the end of the year, reconcile all accounts
- Review general ledger and make any corrections needed
- Create an accountant’s backup copy of the QuickBooks file and send to the CPAs.
- Copies of all bank statements are sent
- Current cash on hand balances are sent
- Upon receipt of the accountant’s copy, review with the CPAs the changes they have made.
Year End Details
- In December, work with Company President on year end reconciliation for preparation of bonuses and distributions.
Human Resources
- Maintain employee folders
- Prepare New hire information regarding health insurance and Simple IRA
- Monitor and Record Staff Vacation and Personal Days
Smith & Niebur, LLC
- Make deposit from SSE to bank
- Pay bills related to condo (use BOA online bill pay system)
- Post all transactions to QuickBooks
- Reconcile bank account
- Send year end general ledger to CPAs
Office Administration
- Responsible for dealing with company related vendors
- Communication with SSE staff regarding event contracts, vendor agreements, orders, etc.
- Maintain inventory of office supplies and maintenance of office equipment
- Answer telephones and transfer calls as needed
- Generate and/or edit correspondence accompanying contracts and follow up to events
- Assist as needed with assembly of event binders
- Work on various projects, Christmas cards, website, etc. as requested.
- Procure items to display and prepare autographed items for events.
- Receive and distribute mail accordingly
Ticket Events
- Organize and prepare actual tickets for events
- Update ticket spreadsheet as needed
- Arrange delivery for tickets to clients as needed
- Manage on line entries
