Bookkeeper/Administrative Professional

TITLE: Bookkeeper/Administrative Professional

CLASSIFICATION: Full-time, non-exempt 

REPORTS TO: Firm Administrator 

LOCATION: Irvine - On-site 

PAY: $25/HR - $35/HR DOE 

POSITION SUMMARY

The Bookkeeper/Administrative Professional provides bookkeeping services for the firm’s clients and supports daily office operations. This role includes maintaining accurate financial records, managing multiple client deadlines, and providing a professional, welcoming experience for clients and visitors.

ESSENTIAL FUNCTIONS

Bookkeeping

• Record and categorize financial transactions in QuickBooks Online or other accounting software, maintaining accurate coding and supporting documentation.
• Reconcile bank, credit card, loan, and payroll-related accounts; investigate and resolve discrepancies.
• Manage accounts payable and receivable, including vendor bills, customer invoices, receipts, and payment preparation for client authorization.
• Support month-end procedures through journal entries, general ledger review, and maintenance of supporting accounting schedules under supervision.
• Prepare financial reports for review by the supervising accountant.
• Record payroll transactions and assist with payroll processing when included in the client’s service agreement.
• Maintain vendor W-9 records, assist with Form 1099 preparation, and organize year-end records for tax preparation.
• Communicate with clients to obtain documents, clarify transactions, and meet deadlines while maintaining confidentiality and following approval procedures.

Administrative Support

• Provide administrative support to the Firm Administrator and professional staff.
• Greet and assist clients and visitors, answer a multi-line telephone system, and accurately relay messages.
• Prepare, format, and proofread correspondence, reports, and financial statements; assemble and process client tax returns using firm software.
• Maintain organized files and office supply inventory.
• Perform other duties as assigned.

OTHER FUNCTIONS 

• Perform additional duties as assigned by partners, the firm administrator, or professional staff. 

This job description outlines primary duties but is not exhaustive. Additional duties may be assigned. You will be evaluated in part based on your performance of the tasks listed in this job description. 

QUALIFICATIONS

• Prior bookkeeping experience; experience in a CPA firm or handling multiple clients preferred.
• Working knowledge of double-entry bookkeeping, account reconciliations, and financial statements.
• Proficiency in QuickBooks Online and Axcess Practice.
• Strong attention to detail, organizational skills, and written and verbal communication skills.
• Ability to work independently, prioritize competing assignments, and handle confidential information.
• Ability to collaborate with on-site and remote team members and provide professional service.
• Must be legally authorized to work in the United States. 

WORKING CONDITIONS 

• On-site position.
• Occasional overtime hours required as needed.

The firm’s management can revise this job description at any time. The job description is not an employment contract, and either you or the firm may terminate employment at any time, for any reason.