Office Manager / Bookkeeper

This position as a Office Manager /  Bookkeeper will assist the Executive and Associate Directors with general business management while maintaining an organized and efficiently run office.  Serve as liaison between departments and assist with minor information technology (IT) issues. MUST have medical experience!

DUTIES:          

          Corporate Finance

Prepare corporate deposits.

Audit and assure all accounts receivable are collected.

Reconcile bank accounts.

Post A/P bills when received; reconcile credit card bills with client expense receivable and assure accounts are kept current.

Post all client payments & adjustments monthly.

Monthly A/R billing, prepare monthly reports, enter information in spreadsheet and work with executive director & accountant to close books in QuickBooks.

        Operations

Coordinate services for office intranet, troubleshoot any hardware/software issues incurred by staff.

Manage the organization’s physical infrastructure and system maintenance: (phone system, copier and printers, supplies, etc.)

Check and maintain an adequate stock of all in-house and pre-printed forms as well as office supplies, paper, toner, cartridge supplies for all office equipment.

Prepare all files, labels, and client charts.

Assure accuracy of all files; archive client files annually and upon closure of cases

Data entry of timesheets and related corrections

Prepare outgoing mail; coordinate FedEx, postal service or courier service as needed.

Answer phones, greet visitors.

Maintain community relations and participate in marketing when possible.

        Client / Legal Services

Maintain office databases with all legal information related to clients’ cases.

Maintain legal files and indices.

Coordinate filing of court reports with attorneys; interface with attorneys regarding hearings, petitions and other legal documents and matters

Process petition requests, generate hearing notes; compile substantiating documents for court appearances.

Prepare and mail quarterly disclosure statements to the Clerk of the Courts

Sort all incoming mail.

Open and file client's mail; log incoming checks for processing

Travel to bank to make company and client deposits when needed.

SKILL SET:     

Strong computer literacy

Good people skills, experience working with persons with disabilities.

Able to handle multiple projects at one time.

Personal qualities of integrity, credibility, and a commitment to our mission

PRE-REQUISITES:

2-year college degree

5+ years bookkeeping/accounting experience