I just finished writing up the list of what is on my plate at BSJ (to help them fill the position)... thought I would share with you what really falls on the desk of an Accountant/HR Manager.
Office Management
• Order office supplies
• Add postage to meter
• Update company calendars (white boards hanging in hallway)
• Maintain equipment (copier, postage meter, printers, etc) – including troubleshooting and leases
• Archive all documents
• Scan documents for other staff as requested
• Make sure that forms are prepared and available for staff (i.e. check requests, time off requests, etc)
Accounting
• Enter bills
• Pay bills/process checks
• File completed payments
• Daily box office and school deposit entry
• Development deposits as they come
• Quarterly sales tax prep and online payment submission
• Pull deposits as needed to verify development transactions
• Create “invoices” as needed
• Get boutique cash from bank
• Reconcile payroll related accounts (deduction accounts such as dues, medical, 403b)
• Pull and re-file documents for auditors
Payroll
• Prepare payroll from timesheets or other information
• Enter payroll to ADP PC Payroll
• Schedule out of sequence payrolls with ADP, as needed for stagehand payrolls
• Process weekly for dancers and stage management, semi-monthly for admin staff, costume dept., school, etc., weekly per show for stagehands, dressers, etc.
• Process manual checks as needed
• Respond to garnishment requests and process garnishments as we are able
• Respond to unemployment claims and file paperwork
• Quarterly unemployment benefit audits
• Prepare payroll journal entries and enter to QuickBooks
• Create payroll based benefits/dues bills for all unions
Benefits
• Prepare monthly medical allocation spreadsheets for each plan (Blue Cross, Kaiser, Delta Dental, and VSP)
• Enroll new employees or add dependants as needed, typically processed online
• Cancel terminated employee benefits
• Provide COBRA information to termed employees and enroll if requested
• Maintain vacation accruals and calculate payouts upon termination
• 403b enrollments, contribution submissions, and other paperwork as requested by the Hartford
Union
• Schedule meetings as needed
• Answer questions from other departments about the contracts
• Do best to be sure that we are working within the contract
• Try to resolve situations when they arise, i.e. when a rep walks in to my office
• Work with Dennis to issue letters of intent/individual contracts each year
• Write contract language on behalf of BSJ
HR
• Compile paperwork for Visas as directed by the lawyers
• Maintain individual personnel files
• Complete new hire paperwork, write offer letters as needed
• Complete termination paperwork
• Keep up on compliance issues
• Personnel “issues” – really trying to facilitate communication between people
• Maintain job descriptions
• Complete employment verifications
• Maintain employee rosters
Worker’s Comp
• Complete claim paperwork with injured employee
• Submit claim online
• Complete additional documents as requested from carrier
• Work with adjuster to keep claim moving along and get is closed quickly
• Create monthly payroll based bills
• Prepare for Worker’s Comp annual audit and work with auditor on day of audit
• Meet with broker and Director of Finance to determine best carrier selection on an annual basis
• Meet with risk assessor at beginning of policy year
• Find doctors for injured employees
• Schedule massage therapists and “on call” doctors for performances
IT
• Try to resolve individual computer issues – sometimes just restarting or providing a forgotten password
• Contact Jim if I need his help to solve the problem
• Reset phone system or internet if needed
• Call vendors to create trouble tickets (Frys for email, Siemens for phone systems, or XO for phone service)
• Install software as needed and maintain software files
• Change backup drive
Watching the Oscars now and contemplating a Haggen Daaz bar that's in my freezer. Gotta go get in bed soon for my long week coming up. I'll leave you with my favorite new picture of Zeus and Molly.
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