Office Administrator
Listed on 2026-01-20
-
Accounting
Bookkeeper/ Accounting Clerk, Accounts Receivable/ Collections, Accounting & Finance -
Administrative/Clerical
Bookkeeper/ Accounting Clerk
Job Description
Job Title:
Office Administrator
Minimum Qualifications:
College-level education preferred, or equivalent combination of education, training, and/or experience. Proficient in Quick Books, Microsoft Excel, Word, Adobe Pro, and Full Charge Bookkeeping is required (If you can't explain Full Charge Bookkeeping you do not qualify). Must be able to work independently and the ability to make educated decisions is crucial.
The Office Administrator is responsible for maintaining and updating all records pertaining to accounting functions, personnel data, vendor files, customer files, assisting in firefighter reporting compilation, and Grant compilation.
Job Duties & ResponsibilitiesSetup vendors, record to appropriate GL account, review, and pay approved vendors/loans payable using Quick Books and Excel spreadsheets. Accounts Receivable:
Setup new customers, receive and post monies from members and nonmembers, Garland and Hot Springs County Tax Office to the appropriate GL Account. Issue invoices for new 911 addresses as needed and prepare annual fire assessments for members. Payroll:
Setup new hires, calculate payroll and process payments/deductions to employees weekly, bi-weekly, and monthly. Review and remit payroll taxes as required. Prepare and file monthly, quarterly, and annual payroll reports required. Prepare and file year-end W2's, W3, and tax reports. Month End:
Reconcile District and Foundation checking, money market, purchasing card, and petty cash. Account for fixed assets and report monthly changes. Review expenses with Chief and prepare month end reports (Balance Sheet, Income & Expense, Deposit Detail, Budget vs Actual, and corresponding excel spreadsheets) for Secretary/Treasurer, Accountant, and Board Members. Monthly/Annually:
Reconciliation of bank accounts and petty cash accounts. Issue invoices for fire assessments to members/customers. Review Semi-monthly new address re-check list with the Chief and collect information as needed for the annual billing and annual tax reports for the County Assessor's Office. Make Daily Deposits using the Arvest Mobile App or carry deposits directly to the bank depending on the amount.
Process firefighter and non-firefighter applications. Process new hire drug screens and random drug screens. Process background checks on new hires. Set up new hires in Quick Books and firefighter reporting software.
(If this job is in fact in your jurisdiction, then you may be using a Proxy or VPN to access this site, and to progress further, you should change your connectivity to another mobile device or PC).