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Stan Smith Events

Bookkeeper - Part-time

Stan Smith Events
Roswell, Georgia, United States

Date Posted: 07/26/2016
Categories: Accounting
Job Type: Part-Time

Job Description:

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



  • File signed contracts      and invoice accordingly



  • 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 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