Job Description

Accounts Payable

• Check mail and emails for incoming invoices.
• Update and maintain "Bills Due" worksheet.
• Work with Rowena once a week to see which bills need to be paid.
• Write out checks for invoices and mail or pay bills online.
• Log into PayPal and Venmo and transfer funds.
• Check and answer emails every day. Besides your own JulieAnn Caramel account, keep an eye out in rowena@julieanncaramels.com email account for invoices for accounts payable and anything else that may pertain to you.
• Check Trello daily and work on any project assigned to you.
• Maintain the "Vendors we order from" binder and worksheet.

Accounts Receivable

• Check mail for incoming checks
• Post payments in QuickBooks
• Deposit checks at the bank - Staple deposit receipt to check stub and file away.
• Maintain "Invoice Log" worksheet.
• Make collection calls and/or emails for vendors who are late on their payments.
• Once invoices are paid, staple a copy of the payment to the back of the invoice and file it in the filing cabinet.
• Maintain wholesale and corporate customer documents.

Accounting

• On the 1st day of every month (or close to it if the 1st falls on a weekend or holiday), count all the cash in the register in the store and the petty cash. This total will be used for reconciliation.
• Weekly, go to QuickBooks Banking and under every account, categorize each transaction.
• Monthly - During the 1st week of the month, reconcile every account in Quickbooks.
• Weekly, scan copies of receipts, accounts payable invoices with proof of payment if applicable, copies of checks written, and bank statements and upload them into the accounting shared folder. File these papers in their respective file cabinet.
• Dailey - Keep tabs on bank accounts to make sure money is in our accounts being transferred to sub-accounts to prevent negative balances.
• Once a quarter Clover Security will request a security scan. Follow the steps to complete this.

Invoicing

• Maintain a filing system for unpaid invoices so checks can be matched with invoices.
• Look for new orders in email, Shopify, Faire, and HSN, and create new invoices for any new sales.
• When orders have been fulfilled, obtain the invoice from production staff and file the batch/lot invoice in its said place and file the other invoice with the other unpaid invoices while we wait for payment.

Payroll

• Payroll is done bi-weekly. During payroll week, make sure hours are submitted correctly and process payroll for preview.
• Rowena needs to approve payroll before final submission.
• Print necessary payroll reports and approve payroll after approval is obtained.
• Payroll must be submitted no later than Wednesday at 1 pm the week payroll is due.
• Make sure we have enough funds in our bank account to cover payroll.
• Enter new employee information in the payroll system.
• Enter in hours worked for employees who may have messed up or missed clocking in and out.
• Terminate employees on the payroll system if they no longer work for us.

Miscellaneous

• Once a year update our W-9, TC-721, Certificate of Liability Insurance, State of Utah Agricultural license, and city of Sandy business license. Make sure licenses are paid for and renewed every year.
• Order supplies as needed.
• Maintain forms, documents, and worksheets as needed.
• Keep the upstairs office tidy. Sweep, Mop, and dust if needed.
• Maintain a company calendar.
• Other duties as requested.