Mascot Junction is a thriving, small family-owned business with a tight-knit team and a ten-year track record of steady, continuous growth. We specialize in custom-designed posters, banners, signs, and promotional products for K-12 schools nationwide, helping educators foster positive school environments and boost school spirit.
We are currently looking for an Office Manager/Full-Charge Bookkeeper that can help us continue to evolve and grow. Primary responsibilities will be in the areas of office management, accounting and with additional responsibilities in human resources. The right person for the job will be a detail-oriented self-starter who has the skill sets and aptitude to help us take the company to the next level.
We understand that stepping into a new operational role comes with a learning curve. To ensure your long-term success, you will not be expected to navigate this transition alone. The current Office Manager is moving into a new role within the company and will be available on-site to provide dedicated, hands-on training, answer questions, and walk you through existing workflows. You will inherit well-maintained processes and receive ongoing support as you settle in and help take our operations to the next level.
If you are interested in joining our team, please submit your resume and a cover letter including your target salary requirements via Indeed.
We ask that candidates apply exclusively through this. We appreciate your cooperation and request no phone calls.
Job Description & Responsibilities
Accounting & Financial Management
- Full-Cycle Bookkeeping: Oversee general ledger postings, journal entries, payment posting, bank and account reconciliations, and month-end closing.
- A/P & A/R Oversight: Supervise accounting staff handling Accounts Payable (A/P), Accounts Receivable (A/R), and collections on overdue accounts.
- Financial Reporting & Analysis: Prepare financial statements; analyze and explain budget or variance differences to management upon request.
- Tax & Compliance:
- Manage multi-state sales tax filings using Avalara Tax Automation.
- Collect and maintain client sales tax exemption certificates.
- Assist external CPA with year-end accounting, corporate tax items, and 1099 distribution.
- Pricing Support: Perform product cost analysis and assist with ongoing pricing management.
Human Resources & Payroll
- Payroll Administration: Manage end-to-end payroll processing via QuickBooks Online Payroll.
- Onboarding & Offboarding:
- Coordinate onboarding for new employees and independent contractors (including setting up W-9 documentation).
- Manage onboarding including all employee paperwork and by creating user accounts, assigning phones/devices, and configuring system permissions.
- E-Verify & Compliance: Handle E-Verify administration (must pass the required E-Verify knowledge test within 2 months of hire).
- Benefits Management: Administer employee benefits programs, including Medical, Dental, Vision, and 401(k).
- HR Records & Policies: Maintain personnel files, stay updated on employment laws, and revise the employee handbook as needed.
State Licensing & Corporate Compliance
- Business Licensing: Manage multi-state business licenses and registration certificates to keep the company in good standing across operating regions.
- Annual Reporting: Track and ensure timely filing of Annual Reports in all required states.
Response and Bid Management
- RFPs & RFQs: Complete and submit government and school district RFPs/RFQs; monitor expiration dates and re-apply as required.
- Vendor Portals: Maintain active profiles in online vendor portals and submit required vendor documentation to school districts and municipal clients.
- Review Purchase Orders: When needed, review, approve, or verify purchase orders for billing.
Operations & Administrative Support
- Customer Support Overflow: Provide backup support for customer inquiries and quote generation during peak volume periods.
- General Office Tasks: Support cross-departmental administrative needs.
Other Duties as Assigned
Qualifications & Key Competencies
Required
- Bookkeeping & Payroll: Extensive experience using QuickBooks Online (QBO) for both full-cycle accounting and payroll.
- Sales Tax: Knowledge of multi-state sales tax filings.
- Government Procurement: Experience with vendor-side government purchasing, invoicing, and procurement procedures.
- E-Verify Certification: Ability to register and pass the required E-Verify test within 2 months of hire.
Preferred / Plus
- Industry Background: Previous experience in the printing or print manufacturing industry is a plus.
- Notary Public: Current Commissioned Notary Public (or willingness to obtain commission).
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Physical Setting:
Work Location: In person
