Senior Bookkeeper

We are not just looking for a VA to just fill a job. This position is a stepping stone to joining a cutting-edge virtual Canadian bookkeeping firm.

As you review the description, we welcome any questions you many have about the position or our team. The position will start at 5-10 hours per week and gradually increase to 30 hours per week over a 30-day period as we train you. All possibilities for raises are based upon work performance.

This posting is for an audition. We will be selecting 3-5 candidates to hire for a permanent full-time position. After some questions, a video interview and software test, we’ll choose who to bring on to the team. Strong English grammar is the only “requirement” for this position (we can train you on everything else).

Position Overview
Your role will be a Senior Bookkeeper. Each week we manage the bookkeeping, payroll, and reporting for over 25 businesses and charities. It will be your job to deliver bookkeeping, payroll, and reporting services to our clients in a manner that:
• Upholds the integrity of our systems.
• Provides five-star service
• Stays true to our mission and core values.
• Helps grow the business.

Key role accountabilities
Domain Accountability / activity Indicative KPIs
Production:
• Ensure that all the client work is done as scheduled
• Client work is completed in roughly the same amount of time as another bookkeeper performing the same work
• Develop and maintain client manuals detailing activities that are unique to the client
• Develop and maintain checklists of end of period tasks for each client
• Follow the Pure Bookkeeping System as documented in the manuals
• Follow the additional instructions provided in the Admin Manual that detail some variations to the Pure Bookkeeping System
• Discuss technical questions with the CEO, or other bookkeepers where appropriate
• Keep the CEO informed of any noteworthy information about clients and their work
• Seek the assistance and guidance of the CEO when working with difficult clients
• Prepare client reporting and actively pursue clients to discuss these reports and help them understand them.
• Stay up to date with all software updates relevant to your work, most notably QuickBooks & Xero, and continue to maintain your certifications on an annual basis
• Deliver five star service to our clients from the moment you begin working with them until services are terminated
• All client deadlines are met, such as payment of payroll, regular supplier payments and timely processing of transactions
• Jobs are not overdue
• 80% of quarterly Activity Statements are prepared and submitted to the CEO for review 4 weeks after the end of the quarter, with exceptions for new clients in the first 6 months
• The number of errors detected in your work by the CEO are minimal and relate more to clerical errors than a lack of review of your own work, the lack of seeking of assistance for more difficult transactions or the lack of following the Pure Bookkeeping System and Admin Manual
• Timesheet entries of hours worked on each job, including the relevant task and description of activities performed, are made in TSheets at least daily
• Where work is taken over from another bookkeeper that is on leave, that work is performed in roughly the same amount of time, with allowances made for lack of familiarity of the work in the short-term
• Bookkeepers that take over your client work while you are on leave report that your checklists and manuals are accurate and detailed enough for them to perform the work without much difficulty
• CC e-mails to the CEO for any important client communications, i.e. clients opting not to pay on time, clients instructing us to pay incorrect wages or the inability to meet compliance deadlines due to the clients’ behaviour
• Task Management program & Client Manual are kept up to date with new client information that you become aware of, such as additional compliance requirements, new addresses, new contacts
• Read bookkeeping newsletters, read updates from software suppliers, participating in webinars
• Suggesting improvements
• Testimonials from happy clients
• Referrals from clients and accountants

This will require you to have a solid understanding of English and basic grammar skills. The primary purpose of this is to help the client achieve strong financial management.

Qualities Needed To Be Successful

Skills are something that can be learned and perfected over time. There are 3 qualities that we are looking for:
Integrity, Commitment, and Desire to Learn

Integrity. You are a good fit if you can be honest with your fellow team members. Open communication and honesty are paramount to me and the team. If you can’t hit a deadline or made a mistake, be upfront about it, we are all human!

Commitment. We’ve had freelancers and are looking for someone who is looking for a long-term relationship with the expectation that this will be full-time. If you’re just looking for a few months of work, this is not for you.

Desire to Learn. We are a small team but growing fast. We want people who are open to learning new skills and taking on new projects. If you’re not excited about improving your skills and using technological innovations, this is not for you.

Additional Notes
Ability to prioritize workload and work under peak load pressure to ensure deadlines are met
Provide service to clients in a respectful, sensitive, and confidential manner
Represent the business to clients and the community in a professional manner
Must enjoy puzzles, wizardry, and have a good sense of humor!

If this sounds like you, please apply below and I will personally read your application and answer any questions you may have (the more questions, the better!). Please include your resume, and links to any other information you want to share (certificates, video introduction). In your proposal please start the first line with “green horse“ so that I know you actually read the complete job description.

Thank you for your time!
Sheila