Bookkeeper/Office Manager

Total Excavating and Grading is a family-owned business that has been in operation for nearly 30 years. We employ approximately 60 individuals and operate with six field crews. We perform earthwork and utility work, focusing on public and private utilities, residential subdivisions, and commercial buildings.

Position: Bookkeeper/Office Manager

Pay Range: Hourly position; starting pay based on experience - starting at $35/hour. Health benefits, 401k match and employer paid life insurance policy. PTO and paid holidays.

Schedule: Monday through Friday, 40 hours per week. A set schedule within standard business hours (exact hours can be discussed)

Location: This position is based entirely at our office, which is located in River Falls, WI

Position Overview: This is a full-time, on-site role for a Bookkeeper/Office Manager located in River Falls, WI. Under the direction of the company owners, this position is responsible for various tasks that keep our company running efficiently and smoothly. The role involves office administration, managing day-to-day financial records, processing invoices and payments, handling payroll, and coordinating with clients, vendors, and internal teams. Additional responsibilities include maintaining office systems, ensuring smooth office operations, providing assistance with customer service, and facilitating communications both internally and externally.  

Job Responsibilities:

Bookkeeping Responsibilities

Accounts Payable

1. Enter invoices into company’s accounting software, Spectrum
2. Utilize monthly statements to ensure account balances are accurate
3. Each week, submit payments to vendors via check or online portals
4. Respond to inquiries regarding account statuses, payments, etc.

Accounts Receivable

1. Work with project management team to invoice customers
2. Deliver monthly statements via email or mail
3. Contact customers to inquire about the status of overdue payments

Payroll

1.  Process company payroll weekly via company’s accounting software, Spectrum

Reconciliation

a. Reconcile bank statements and other company accounts

Reporting

a. Complete necessary union reports and submit payments

b.  Aid in gathering necessary information for union audits

c. Complete necessary reporting for jobs utilizing prevailing wages, Davis-Bacon wage, etc.

d. Prepare basic financial statements and other reports as requested

Office Manager Role

Aid with Insurance Processes

a. Request insurance certifications for purchased and rented equipment along with certifications for jobsites

b. Along with other team members, report insurance claims as well as submitting required information for the duration of claims

c. Provide assistance during annual insurance audits

Job Setup

a. In partnership with other team members, ensure proper setting up of new jobs in the company system, Spectrum.

b. Request from customers and file all needed documentation for job setup

General Office Support

a. Daily collection and sorting of mail

b. Answering and directing general phone calls

c. Ordering and managing stock of various office supplies

d. Staffing the office front desk; including greeting and directing individuals that stop into the office

Job Qualifications:

  a. Willingness to embrace and advocate for company core values: Valued employees, serving others, quality work and impact

b. At least five years’ experience in accounts payable, accounts receivable and/or payroll required. Related education/certifications a plus  

c. Experience in general office management, specifically in the construction/excavating industry, a plus

d. Previous experience with company accounting software, Spectrum, a plus

e. Excellent organization and communication skills

f. Be a skilled problem solver that is willing to learn and manage various administrative responsibilities

g. Ability to maintain a positive and professional attitude

h. Ability to operate in a fast-paced environment that requires multitasking while maintaining a high level of organization