Bookkeeper

About the Position

We are a small, growing business with three employees that conducts business in multiple states. We are looking for an experienced, dependable Bookkeeper to manage our day-to-day bookkeeping, reconciliations, bill payments, budgeting and state filing requirements.

We already work with Paychex for payroll and have a tax strategist, so this position is not responsible for payroll processing, tax strategy or preparing complex business tax returns.

We need someone who is extremely organized and can make sure the financial side of the business stays accurate, bills and state obligations are paid on time, required filings are completed, and nothing falls through the cracks.

There will also be some initial cleanup work related to previous bookkeeping and state filings. We need someone comfortable contacting state Departments of Revenue, researching notices, following up on outstanding issues and helping correct previous filing or reporting errors.

Primary Responsibilities

Bookkeeping & Reconciliation

• Maintain accurate day-to-day bookkeeping
• Categorize transactions appropriately
• Reconcile bank and credit card accounts
• Review accounts regularly for discrepancies or errors
• Maintain accurate records in QuickBooks Online
• Keep financial records organized and current
• Work with our tax strategist and other financial professionals when needed

Bills & Payments

• Manage accounts payable and company bills
• Set up and monitor automatic payments
• Ensure bills are paid accurately and on time
• Monitor due dates and recurring expenses
• Maintain records of payments
• Flag unusual charges or unexpected expenses
• Help ensure adequate cash is available for upcoming obligations

Budget Management

• Maintain the company's established operating budget
• Track actual spending against budget
• Provide regular budget updates
• Identify areas where expenses are running above budget
• Help management understand upcoming expenses and cash requirements
• Provide basic monthly financial reports

State Filings & Compliance

Because we conduct business in multiple states, this position will help manage our ongoing state filing requirements.

Responsibilities include:

• Maintain a calendar of state filing and payment deadlines
• Ensure required state filings are submitted accurately and on time
• Ensure state payments are made by required deadlines
• Maintain state account information and filing records
• Monitor correspondence from state Departments of Revenue
• Contact state agencies when questions or issues arise
• Follow up on notices until they are resolved
• Coordinate with our tax strategist when an issue requires tax expertise
• Keep management informed of outstanding compliance matters

Experience working with the Iowa Department of Revenue and GovConnectIowa is strongly preferred.

Initial Cleanup Responsibilities

Our new bookkeeper will inherit some issues that need to be corrected from previous bookkeeping.

This may include:

• Reviewing previous reconciliations and filings
• Identifying missing or incorrect information
• Researching outstanding state notices
• Calling state Departments of Revenue to determine what is needed
• Following up on letters and outstanding balances
• Correcting bookkeeping errors
• Assisting with corrected or amended filings when appropriate
• Working with our tax strategist when professional tax guidance is required
• Creating a system to prevent future missed deadlines or filing issues

We are looking for someone who is comfortable picking up the phone, contacting a state agency and following an issue through until it is resolved.

Qualifications

• 3+ years of bookkeeping experience preferred
• Strong QuickBooks Online experience
• Experience with bank and credit card reconciliations
• Experience with accounts payable and bill payment
• Comfortable maintaining and monitoring a business budget
• Experience with state tax/revenue filings strongly preferred
• Experience communicating with state Departments of Revenue is a plus
• Iowa Department of Revenue/GovConnectIowa experience is highly preferred
• Comfortable working with a business that operates in multiple states
• Excellent attention to detail
• Strong organizational and follow-up skills
• Ability to manage deadlines without constant reminders
• Comfortable researching discrepancies and resolving problems
• Ability to maintain confidential financial information

What We're Looking For

We don't need a CFO or high-level tax professional. We need a really good, dependable bookkeeper who takes ownership of the details.

We want someone who knows what is due and when, keeps our books reconciled, makes sure bills are paid, keeps us aware of our budget and ensures required state filings don't get missed.

If we receive a letter from a Department of Revenue, we want to be able to hand it to our bookkeeper and know that they will investigate it, make the necessary calls, coordinate with our tax professional when needed and follow through until the issue is resolved.

Our goal is simple: accurate books, bills paid on time, visibility into our budget, and no missed state filings or deadlines.

Pay: $30.00 per hour

Expected hours: 2.0 – 5.0 per week

Work Location: Hybrid remote in Waukee, IA 50263