Administrative Assistant

Enjoy the benefits of working remotely on a variety of client industries and engaging with a team of quality people. We work to enjoy our life and our families!

Desired candidate: The Administrative Assistant will have at least 1 year of relevant experience prior to joining our team. This position will directly support the entire Growing Numbers team with organizing and managing tasks for business needs. The Administrative Assistant’s primary responsibility will be preparing firm invoices, managing monthly bank statement collection for clients, and improving and refining processes in in our project management system as needed and other tasks listed in key responsibilities below.

Our client base for bookkeeping and payroll services continues to increase and we are looking to grow our team so we can continue to support current employees and clients.

Position: Administrative Assistant

Our Company: Growing Numbers Accounting & Bookkeeping LLC

www.growingnumbersbooks.com

About us: Growing Numbers Accounting & Bookkeeping LLC specializes in bookkeeping and accounting services in the Spokane, Seattle, and Walla Walla areas. Alexis and Becki joined forces to create Growing Numbers. Both partners graduated from Whitworth University in Spokane, WA. The partners have a variety of experience in both public and private accounting and bookkeeping, and Becki is a Certified Public Accountant (C.P.A.) in Washington state. Alexis is based in Spokane, WA and Becki is based in Walla Walla, WA. We are setup remotely and have employees across Washington and Idaho.

Our client industries include consulting, entertainment, event planning, fitness centers, HVAC, professional services, real estate, retail, retirement centers, salon and technology. We enjoy the numbers, but we also love our clients & employees that allow our combined successes to grow.

Job Description:

· Request client bank statements monthly

· Manage client business license renewals

· Manage distribution of quarterly payroll tax filing copies and reports

· Manage intake of W-9 Forms for the 1099 reporting process for clients

· Manage documentation shared to and from clients, ensuring completeness of our clients’ business records

· Handle sensitive and confidential client & employee data with the utmost integrity and care

· Maintain the client portal for Growing Numbers’ (GN) clients (names, emails, and correct access rights)

· Email reminders for clients, employees and partners (when not automated)

· Post Growing Numbers’ (GN) recurring billable expenses

· Invoice GN clients monthly and process payments via BILL.com bill payment system

· Maintain the GN Master Fee List and Client List

· Process improvements and standardization for GN’s processes

· Assist with GN employee projects (Simple IRA notifications, Insurance updates) as directed by a partner

· Compute and process time analysis of billable client time to ensure billing is realistic quarterly

· Assist with GN retreat planning and coordinating

· Track birthdays and anniversaries of GN’s employees

· Answer calls to the office number and manage the phone system (Users, voicemail recordings, etc)

· Manage the scheduled emails via Recurring emails for Google in team email

Skills Desired:

· Microsoft Word and Excel experience required

· Quickbooks Online experience required

· Prior remote work experience required

· Bachelor's Degree or Associate's Degree preferred or related experience

· Ability to know when to ask questions

· Resourcefulness

· Trustworthy and reliable

· Project management skills and ability to prioritize

· Ability to troubleshoot software and technology issues; comfortable with using a wide range of technology solutions

What this job is NOT:

· Full-time. This job is expected to be part-time for the long term or indefinitely. If you are looking for growth to full time hours, this is not the position for you!

· Bookkeeping experience. This is an administrative position and yes its for a bookkeeping firm, but you will be performing administrative tasks, not bookkeeping.

· This is not a highly social or customer-facing receptionist position; it is remote. Communication is primarily via email or text.

· This is not a job with constant direction or step-by-step supervision. Yes, we provide you with training and onboarding, but the goal is for you to be comfortable and productive working independently, noticing what needs to be done, and taking initiative.

· This is not a role for someone who dislikes repetitive or detail-oriented work.

Details:

Wage: $17.50-$19.50/hour, DOE

Hours: Flexible hours starting at 15-25 hours/week (averaging 10 hours per week for the month on a regular basis, before one-off and as-needed projects)

· Together we will select set hours each weekday for you to work. There may be some days with only 2 hours, some with 4-5 hours.

· The first week of the month requires longer hours per day (6-7 hours); the mid to end of the month weeks are lighter on hours per day

· Flexible schedule options. We use team calendars to show when planned work times are during the day. General business hours between 8am and 4pm are expected at first for training purposes.

· Remote work from home. We use virtual meetings to connect, but this job is 100% remote.

Benefits: Provided based on eligibility

· Retirement - Simple IRA retirement plan offered after 60 days

· Medical - Health insurance plan offered upon 20 hours per week eligibility

· Vacation – Two-weeks paid vacation after 90 days of employment;

· Holiday – Three paid holidays – Christmas, Thanksgiving and 4th of July

· Sick – Sick hours accrue at WA rate of 1 hour for every 40 worked.

· Stipend - $20 internet stipend monthly

· Computer and equipment provided

Please provide a resume, cover letter, and a list of three references to info@growingnumbersbooks.com. In your cover letter, also give us an idea about who you are and what you enjoy doing!

Job Type: Part-time

Pay: $17.50 - $19.50 per hour

Expected hours: 15.0 – 25.0 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Work Location: In person