Accounting/ HR Manager (Gig Harbor)

This is a part time position.
Monday through Friday 9:00 to 1:00 It is onsite upstairs in our shop.
No remote work Open mail and route as needed.
Match parts pack slips with invoices – make sure it tells you what it is for: shop supplies, parts, tools, office, freight, computer, etc.
Note if it was paid with John or Pat’s credit card or if it was by debit card and taken out of checking account or is on open account.
If it was Visa, put in Visa folder to match up with credit card statement.
If it was debit, put in checkbook and post in QB, if it is on open account, match up with statement at the beginning of the month and pay.
Print invoices, statements, etc.
from email account to match or get ready to pay.
Be sure to total freight charges separately to enter in QB.
Enter daily deposit in checkbook and in QB using memorized transaction.
Be sure to make sure the date is correct and print receipt.
Tally daily timecards for each person and post on payroll ticket.
Making sure to check for any missing time, lunch and break periods.
We have two 15-minute paid breaks and one 30-minute unpaid lunch.
Employees may combine time and calculated when adding up timecards.
Post daily hours on Attendance Card and tally monthly.
Enter in checkbook and in QB all automatic payments that have come through.
Ace Payment is the payment name for Chubb Insurance – there are four different policies with 4 different withdrawals.
Other automatic withdrawals are ADT, UPS, Intermedia, Ideal.
Pay all bills that are due and attach paperwork for Gen Mgr.
to sign checks.
Include statement stub or a copy of the statement/invoice in with check.
Reconcile Checkbook at least weekly.
Post Want ads as needed using Zip Recruiter, Indeed, Craig’s List, and Worksource/Monster.
Engage applicants with phone interview and show candidates that you think will be a fit to General Manager to see if they would want to set up in person interview.
New Hires Give out new hire packet to new employee to fill out, taking out the paperwork that HR needs and adding appropriate job description to packet.
Employee must include in paperwork, copy of WA Driver’s License, Social Security card, and car insurance card and voided check.
If they want to use Passport instead of Driver’s License, they still need Social Security card.
We will still need Driver’s License and Insurance card if they are going to drive the Van.
Register new hires on the DSHS New Hire Site on Secure Access.
New Hire paperwork includes W4, I-9, Driver’s License, Social Security card, voided check for paycheck deposits, Handbook and confirmation letter, job description, employee information sheets, contact list, emergency contact list and health insurance disclosure letter.
Payroll Processing Calculate and post daily totals on timesheet card and payroll worksheet.
Enter figures in ADP, add up columns and/or verify with payroll that figures are correct.
You may need to contact employee to fill in time with vacation or sick if they want or need to use it.
Print reports after payroll is approved.
Print 3 copies of the Payroll Liability, Payroll Detail, Payroll Summary, Earning Record, Month/Quarter/Year and 4 copies of the Pay Stub.
One set of reports go with the timecards and put in the storage box.
One set go into the binder and one set is written in the checkbook and QB and then filed into the Payable file folder.
The extra set of pay stubs goes to the employee.
Scan Payroll Liability, Payroll Details and Payroll Summary and email to John.
Post all daily hours on Attendance Card, and tally monthly to complete Excel Month end Reports.
Month End Print out reports after business hours on the last day of the month.
Reconcile Ideal reports with QB and make adjustments to inventory, receivables and deposits as needed.
Reconcile checkbook in QB and verify balances are correct.
Verify that sales in QB is the same as Ideal.
If it is off, need to go back and recheck that the daily deposits were entered correctly.
Prepare Excise Tax return and file on the DOR website, be sure to enter in checkbook and QB.
Print QB reports for files, prepare and print the Excel reports for the file and to scan to John, print in portrait mode if possible.
Post Warranty payments in QB from Ideal’s warranty work order.
Reconcile warranty receivable with Ideal reports.
John wants a copy of the below reports in Portrait Mode, scanned and emailed to him: QB Profit and Loss QB Balance Sheet Ideal Cash Control Report Ideal Employee Billed Labor Report Excel Sales and Inventory report Excel Employee Billed report Excel Mechanic Worked vs Billed report Quarterly Every quarter print out the quarterly tax returns and file one copy in the front of the binder and one copy in the file folder in drawer for year-end taxes.
Yearly Reseller Permit needs to be renewed every August on the DOR website for business license and resellers.
Need to re-apply for State business license in August and Gig Harbor Endorsement in June.
File annual report to Secretary of State.
Combine and review QB files and make an Accountant’s copy to give to the CPA/Tax Accountant.
Gather information for Tax CPA, they will need all the quarterlies off of ADP Payroll Details, PFML deposit transactions for each quarter, (940, 941, L&I and Unemployment).
Prepare all forms that are needed for payroll and information to employees, Holiday Schedule with paydays, updated contact list.
Prepare yearly letter to employees with the New Year W-4.