Rock the Box

Full Charge Bookkeeper

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

Who we are

Toolbox Creative is a marketing and graphic design agency in Fort Collins, Colorado. We’re focused on markets where our work has the biggest impact and our clients do the boldest work: Climate Tech, Advanced Manufacturing and 3D Printing. We are looking for a whip-smart, think-on-your-feet problem solver to join the team as a Full Charge Bookkeeper. The role starts at 24 hours per week with flexibility to increase hours for either a part-time employee or contractor.

What you’ll do

The most unique job requirement is an interest, ability and aptitude to learn the accounting side of Workamajig, our web-based project management and accounting system. If you love QuickBooks and can’t see yourself using anything else, this job is not for you. Get an overview and take a personal demo at: workamajig.com/accounting

Otherwise, from a bookkeeping standpoint, we’re a fairly typical small business.

Our favorite thing about Toolbox is you never know what you’ll be working on, learning about, discussing or exploring on any given day. If you’re the kind of person who likes to do the same twelve task in the same order every day, Toolbox is not the place for you. That being said, we have a stable structure in place, we’ve been building, refining and documenting our processes for ten years and this position has its share of repetitive tasks and standard operating procedures. This position will be best filled by someone with a good blend of left-brain structure and pragmatism and right brain creativity and agility.

Responsibilities

The full charge bookkeeper will work closely with co-owner and CFO, Tom Campbell to handle the cycle of accounting duties for Toolbox Creative, Frances Gallo Properties (our small property management LLC) and Art Lab (our local arts nonprofit). Frances Gallo and Art Lab should occupy 5 to 10% of your time. Specific responsibilities include:

• Create, send and reconcile all client invoices
• Set up, manage and reconcile all one-time and 
recurring client invoices
• Set up and manage all one-time and recurring payables
• Interact with account managers and directors regarding accounts receivable
• Complete collection calls and emails
• Generate end of months reports and review wit CFO
• Generate weekly AP and AR reports and review with CFO
• Run checks and log in Workamajig
• Mail checks and file stubs and invoices in vendor files (on occasion— we’re 95% digital)
• Prepare, log and make bank deposits
• Resolve vendor inquiries
• Reconcile vendor statements
• Work with account manager and vendors to resolve PO discrepancies
• Communicate potential problems/trends to CFO
• Work closely with CFO to prepare, adjust and review company budget — we call it a profit plan and we’ll review quarterly; spotting trends, comparing budget to actuals and making future projections
• Reconcile payroll reports in Workamajig (actual payroll is done by an outside partner)
• End of year reconciliation and preparation for tax returns — provide all necessary info and reports to our CPA
• Work with CPA throughout the year as necessary
• Manage balance sheets and prepare for quarterly review with CFO
• Manage P&L reports and prepare for quarterly review with CFO
• Work with CFO to manage cash flow, create reports and make future projections
• Purchase general overhead items and manage inventory
• Assist with administration of HR duties: enter new employees into Workamajig, acquire and submit appropriate paperwork to appropriate parties
• At times, modify project estimates (Project Agreements), modify and create POs
• Special projects, as needed

Things you will not be required to do:

• Payroll (done by outside partner)
• Gather vendor bids, create estimates and project agreements (done by client account managers)
• Tax returns (done by CPA)

Qualifications

• Intelligence
• Professional written and oral communications
• Positive attitude
• Self-starter; able to work well without constant direction
• Strong organizational skills and attention to detail
• Strong computer skills, interest and ability to learn Workamajig, our project management and accounting system
• Works well with others in a team setting
• Willingness to learn and adapt
• Ability to solve problems creatively and think on your feet

Education and Training

3–5 years’ experience. Workamajig experience preferred, but training is available.

Time commitment

24–30 hours weekly

Toolbox offers contractors

• Flexible schedule
• Remote work environment
• Ongoing training and development

Next steps

Send your resume and cover letter to:

[email protected]

Please include in the subject line “I want to work at Toolbox.”