Office Position Available

Job title:  Receptionist and Office Assistant

Reports to:   General Manager


Job purpose

We are looking for a receptionist and office assistant to interface with our clients and support

our accounting staff.  In addition, this position is responsible for client invoicing and payments.

The ideal candidate will be experienced in customer service and interaction.  This position is the

face and voice of the company, so this person MUST have the attributes and experience that

are required to manage client interactions and interface with staff to meet company goals.

Duties and responsibilities


Administration

 Greet and provide support to visitors

 Manage incoming calls, faxes, mail, and e-mails and distribute to staff

 Manage outgoing faxes and mail

 Manage office supply list and associated ordering

 File creation and filing

 Maintain general office organization

 Assist general manager with administrative tasks

 Create and manage production software, specifically with project creation


Accounts Receivable

 Create monthly, quarterly, and general invoices in QuickBooks and CRM

 Process recurring payments

 Process payments

 Client interaction, directed by general manager, for collection of payment


Production Assistance

 Scanning and copying for accountants

 Data entry during overflow periods


Qualifications

The ideal candidate will have many of these qualities.

 Reliable, prompt, and professional

 Comfort and skill working with clients that may be challenging at times

 Extremely organized

 Comfortable working with little oversight

 Willing to learn and perhaps improve on office practices


The ideal candidate will have these credentials.

 High school diploma or GED

 Proficiency in Microsoft Office (Outlook, Excel, & Word)

 Minimum of 3 years in customer service or equivalent

The ideal candidate will learn and grow in these areas

 Proficiency in Excel

 Proficiency in QuickBooks

 Proficiency in our contact and production management software


Working conditions

Our office is both professional and relaxed.  We are not a strictly hierarchical office, rather we

approach client service as a team, in which we all have different roles and responsibilities.

The office is located near the intersection of Parham and Patterson.  Beginning hours are

Monday through Thursday 9AM-1PM.  There is potential for increased hours and

responsibilities associated with this position.

5 Ways to Keep Household Financial Documents Organized

Let’s face it, staying organized for most people is a pain in the butt, especially when it comes to bills, documents and records.  It’s hard to tell what you need to save or what’s superfluous in your record keeping.  Here’s how to keep it organized as it flows through your mailbox instead of just letting it stack up.

1.  Use your computer.  When it comes to documents that you can’t download via the internet, use a scanner and store what could be a giant stack of paperwork in one tiny folder on your hard drive.  Things like pay stubs or monthly credit card statements, medical bills, can all be scanned and saved to your computer.                                                                                                                                                                                                           

2.  Toss documents the safe way.  With identity theft being such a huge threat to millions of people a year, it’s time to invest in a shredder.  Costing a lot less than you realize (starting around $50), you could potentially save yourself thousands in losses from the careless tossing of personal documents.

3.  Not a shoebox, but a file.  Having your documents organized for tax time is so important.  Charitable donations and business expenses need to be documented and saved to reference come January.  Again, you can scan and save to your computer in a specialized file for just this purpose.  Lots of times you can use an app to scan receipts as well.

4.  Using a digital strategy to keep your paperwork at a minimum requires back up.  Make sure to save all of your documents to an external hard drive or flash drive depending on the size of your data. 

5.  Use old binders.  You can make them pretty, or just use some of last year’s school supplies.  Use these binders to keep around annual statements in case of an audit.  You don’t need your monthly statements.

You can find a way to make organizing easy for you.  The point is to review what you need to hold on to or let go on a somewhat regular basis, usually monthly or quarterly.  If your annual statement comes in, you can throw away the quarterly report.  Just make sure there is a secure place to keep passwords and account information in case you forget and communicate with your partner in the event they need access to the information. 

Put Your Plan Into Action (or Your Next Vacation!)

This month is all about budgeting.  You’ve done your taxes and got an unexpected bill and now you want to plan accordingly throughout the year.  Perhaps you’ve gotten a big return and want to spend it wisely.  Maybe this is just the year you’ve decided to get your finances on track and reach those long term goals you’ve been thinking about.  Either way, this month I’ll be sharing various tips and strategies to organize, budget and spend wisely.  Maybe you can use some of these methods to help you save for that relaxing summer vacation you were hoping to get around to this summer!

     Last week was all about the 50/20/30 strategy.  It’s just a simple guideline to make sure you have enough money to save and enough money to play, without going overboard on either!  Now that you’ve sat down and considered your budget, what’s coming in and what’s going out.  It’s time to start putting it to work!  Here’s a week by week checklist to help you implement your goals.

     Before the 1st of the Month

Set your budget goals by following the 50/30/20 rule.  Decide how much of your budget will go toward necessary expenses. Allocate the leftover budget to your goals, according to priority.  Remember, It is up to you to decide what goals that extra money will go towards.  How quickly would you like to build your emergency fund?  Was there a large purchase you were hoping to save for, like new living room furniture?  That’s the excitement of building your own budget.  They’re your goals, and you get to meet them in a financially responsible and sustainable way.

     Week 1

Follow your spending carefully the first week by downloading a financial tracking app or using your online banking tools.  The first week of following this budget is where you can find the spending that slips out from under you.  Perhaps your Starbuck’s tab is a little higher than you thought.  These things are fine, you can either decide to cut back to save a little extra money for other goals or work it into your “extras” category.  Don’t wait to fine tune the initial outline of your budget.

     Week 2

You’ve been super conservative the first week, trying not to go overboard on spending, and now you’re getting antsy.  Before you blow the rest of your play budget for the month think of the next big expense you have coming up.  For example: That vacation!  There’s no sense in blowing all your play money on new sunglasses, hat and bathing suit for a beach vacation you can’t afford anymore.  Setting aside a little money at a time will save you from the feast or famine financial conundrum so many people find themselves in.  Instead of shopping or eating out, spend that time researching your travel interests and figure out how to spend your well saved money on location!

     Week 3

Check in on your ratio goals.  Now that you’ve almost made it through the whole month, check back in to make sure you’re meeting your savings goals.  Have you made those transfers into savings automatic yet?  Sometimes you can focus so much on not spending, you forget about putting the extra away.  If it’s sheer willpower to not spend your extra dough, make those savings transfers right away so you don’t even see them!  Out of sight, out of mind, until Maui.

     Week 4

Congratulations!  You made it through the month.  Now check your monthly statement.  Did you fine tune your budget enough?  Make sure to adjust your goals for next month as well as reward yourself for your success!  Try that new restaurant you’ve been hearing about.  See, goal oriented budgeting isn’t so hard after all!

Take a sigh of relief and repeat.