Shape Your Career Toolkit: Full Charge Bookkeeper at Toolbox Creative

Status: Part-time Contractor, 24 hours per week
Hourly rate: $25/hr. to $35/hr.
Updated: 6/11/24
Location: Remote, contractor role with 4x per year travel to our location in Fort Collins, CO. Candidates must be based in the U.S. and a citizen.
Position closing date: October 1, 2024

Are you a detail-oriented financial professional looking to add valuable experience to your career tool box? Toolbox Creative, a dynamic marketing and graphic design agency, seeks a skilled and adaptable Full Charge Bookkeeper to join our growing team. This part-time contractor position offers a unique opportunity to manage the financial operations of a cutting-edge agency in the exciting fields of Climate Tech, Advanced Manufacturing, and 3D Printing. If you thrive in a fast-paced, creative environment and are eager to expand your professional toolkit, we encourage you to apply.

What You’ll Contribute

At Toolbox Creative, no two days are exactly alike. This role is perfect for someone who enjoys variety and is excited to learn new systems. A key aspect of this position is mastering Workamajig, our comprehensive web-based project management and accounting software. While experience with QuickBooks is valuable, a willingness and aptitude to learn Workamajig is essential. Explore its capabilities with a personal demo at: workamajig.com/accounting.

From a bookkeeping perspective, our operations are typical of a small, thriving business. We pride ourselves on a collaborative and intellectually stimulating atmosphere. If you appreciate routine tasks alongside opportunities for problem-solving and creative thinking, Toolbox Creative could be your ideal workplace. We have established robust processes refined over a decade, offering both structure and the chance to engage in diverse projects. The ideal candidate will possess a blend of analytical and creative skills, capable of handling both structured tasks and dynamic challenges.

Responsibilities

As our Full Charge Bookkeeper, you will collaborate closely with our co-owner and CFO, Tom Campbell, managing the full accounting cycle for Toolbox Creative, Frances Gallo Properties (our property management LLC), and Art Lab (our local arts nonprofit). Frances Gallo and Art Lab responsibilities will constitute approximately 5-10% of your overall time. Your specific duties will include:

• Creating, distributing, and reconciling client invoices to ensure accurate and timely billing.
• Setting up and managing both one-time and recurring client invoices, streamlining our revenue processes.
• Establishing and overseeing one-time and recurring payables, maintaining organized expense management.
• Communicating with account managers and directors regarding accounts receivable, facilitating efficient collections.
• Conducting collection calls and emails with professionalism and diplomacy to resolve outstanding payments.
• Generating comprehensive end-of-month reports and reviewing them with the CFO to assess financial performance.
• Producing weekly Accounts Payable (AP) and Accounts Receivable (AR) reports for CFO review, enabling proactive financial monitoring.
• Processing checks and accurately logging all transactions within Workamajig for meticulous record-keeping.
• Managing physical check mailing and digital filing of stubs and invoices in vendor files (primarily digital, with occasional physical tasks).
• Preparing, logging, and executing bank deposits, ensuring accurate and secure handling of funds.
• Addressing and resolving vendor inquiries promptly and professionally, maintaining positive vendor relationships.
• Reconciling vendor statements to verify accuracy and identify discrepancies.
• Collaborating with account managers and vendors to resolve Purchase Order (PO) discrepancies, ensuring procurement accuracy.
• Proactively communicating potential financial problems and trends to the CFO, enabling timely intervention.
• Working closely with the CFO to prepare, adjust, and review the company’s profit plan (budget) quarterly, analyzing budget vs. actuals and forecasting future trends.
• Reconciling payroll reports within Workamajig (payroll processing is managed by an external partner), ensuring data accuracy.
• Managing year-end reconciliation and preparing necessary information and reports for our CPA to facilitate tax return preparation.
• Collaborating with our CPA throughout the year as needed to address accounting and tax-related queries.
• Managing balance sheets and preparing them for quarterly review with the CFO to assess financial position.
• Managing Profit & Loss (P&L) reports and preparing them for quarterly review with the CFO to analyze profitability.
• Partnering with the CFO to manage cash flow, generate reports, and develop future financial projections, ensuring financial stability and planning.
• Purchasing general overhead items and managing inventory levels, maintaining efficient office operations.
• Assisting with Human Resources (HR) administration duties, including onboarding new employees into Workamajig and managing relevant paperwork.
• Periodically modifying project estimates (Project Agreements) and creating and adjusting Purchase Orders (POs) as needed.
• Undertaking special projects as required, contributing to various organizational needs.

Responsibilities NOT included in this role:

• Payroll processing (handled by an external partner).
• Gathering vendor bids, creating estimates, and project agreements (managed by client account managers).
• Tax return preparation (handled by our CPA).

Qualifications to Enhance Your Career Tool Box

• Intelligence: Demonstrated ability to quickly grasp new concepts and apply them effectively.
• Professional Communication: Excellent written and verbal communication skills for clear and effective interaction.
• Positive Attitude: A proactive and optimistic approach to work and challenges.
• Self-Starter: Ability to work independently and take initiative without constant supervision.
• Strong Organizational Skills & Detail-Oriented: Exceptional attention to detail and ability to maintain organized financial records.
• Strong Computer Skills & Workamajig Aptitude: Proficient computer skills with a strong interest and ability to learn Workamajig.
• Team Player: Ability to collaborate effectively with colleagues in a team-oriented environment.
• Adaptability & Learning Agility: Willingness to learn new tasks, adapt to changing priorities, and embrace new technologies.
• Creative Problem-Solving: Ability to think creatively and solve problems effectively in a dynamic setting.

Education and Experience

• 3–5 years of relevant bookkeeping experience.
• Workamajig experience is preferred but not mandatory; comprehensive training will be provided.

Time Commitment & Flexibility

• Part-time, 24–30 hours per week, offering a flexible schedule to suit your needs.

Toolbox Contractor Perks

• Flexible work schedule to promote work-life balance.
• Remote work environment, offering location independence.
• Continuous training and professional development opportunities to enhance your career tool box.

Next Steps to Apply

To apply for this exciting opportunity to build your career tool box at a leading graphic and marketing agency, please send your resume and cover letter to:

[email protected]

Please include in the subject line “I want to work at Toolbox.” We look forward to hearing from you!