Stevens & Associates Insurance Agency, Inc Hiring for Accounting Administrator Job at Santa Barbara, CA Full Time

BOOKEEPING-ACCOUNTING-QUICKBOOKS
· QuickBooks accounting and bookkeeping, enter, audit, update, research, confirm charges or amounts.
· Provide weekly and monthly reports, for QuickBooks balance, bank account balance, profit/loss.
· Create a calendar of process or payables to act as a reminder and so employees know when thing are processed
· Create AB profile and use activities to remind of upcoming, reoccurring tasks.
· Print checks and statements and prepare to be mailed.
· Create and maintain a scanned in payables (bill or statement) sorted by category and vendor. “Filing system”
· Reconcile bank accounts and QuickBooks monthly.
· Credit card reconciliation monthly, requiring documentation and purchase order.
· Responsible for all incoming receivables and account for them whether by check or electronically.
· Will secure all incoming checks and prepare deposit slip, scan in and attach, and then make deposits weekly.
· Will prepare agent monthly charges to insure it is deducted and they have an invoice for items or service used.
· Responsible for all payables to insure they are paid on time, keeping Fridays as payable day for the most part.
· Will set up and monitor all automatic checking or credit card deductions.
· Responsible for all income, expenses, will check, monitor, and rectify or recover discrepancies.
· Improve reports, accounts, and streamline our accounting process automatically checking on discrepancies and recovery.

COMMISSION ACCOUNTING, PREPARE WEEKLY ADVANCES AND MONTHLY RENEWAL COMMISSION
· Import all advance commission weekly and renewal commissions monthly
· Know how to enter and change commissions in Agency Bloc and to set up auto entries.
· Run weekly split report, verify commission splits, and out of State policies written.
· Know how to check and confirm networking partner splits and be able to create and enter splits.
· Weekly Advance commissions payable on Friday’s insuring agent is notified, statement and check prepared.
· Any commission cancel/deduction find out why, email update to Agent to follow up and cc Jason on deductions
· Make sure all agent advance commission statements are scanned by agent and date so we can recover.
· Make sure all weekly advance commission statements are scanned and saved by company and date.
· Start monthly renewal commission processing by mid-month and completed by the 25th payable to agents.
· Medicare supplement, Medicare Advantage and Part D reconciliation/tracking (agency paid/agent paid) recover
· Non-advance agent monthly commissions payable to agency only such as bonuses or flat fees.
· Prepare list of missing commissions to check, (past & present), finding out why, then recover.
· Maintain an agent accounts for any debit balance and insure we recover on renewal or advances.
· Calendar annual internal audits to insure we have paid accurate commissions
· Calendar and periodically check that agent’s downline commission override is paid properly.
· Will create and maintain a instruction manual for the commission process and procedures

PAYROLL PROCESSING
· Manage all employee Health, dental, vision insurance premiums are paid, and deductions made.
· Confirm and manage Workman’s Comp Insurance to know it is paid and up to date.
· Business Insurance, know exact benefits what is covered and what is not and how to file.
· Make sure all IRA profit sharing is deducted and accurate
· Make sure employee bonuses are paid for admin assistant issued in opps.
· Make sure employee bonuses are paid for CS compliments.
· Process payroll by weekly and enter the same day in QuickBooks so we have accurate accounting
· Manage any lien on employee commissions and insure these are kept up to date
· Process, track, and pay any reimbursements for milage, or nontaxable reimbursements for employees
· Process any payroll tax forms and insure they are filed and paid on time.
· Prepare and process 1099’s and w-2 form annually (this should be on calendar January 1st)
· Prepare annual profit and loss and all tax information to CPA’s
· Prepare annual income reports for loans and CPA
· Secure all 1099 statements we receive from insurance companies to be given to CPA
· Make sure annual employee bonuses are paid
· Make sure that we account and track donations made, by name of company, date, amounts.
· Make sure all licensed employees are on our Agency Error’s and omissions insurance
· Set date on calendar each year for Workers’ comp, business, E & O insurance to be paid.
· Annually make sure each employee is reminded of the 401k matching program we match up to 3%.

OTHER ACCOUNTING ITEMS AND RELATED TASKS/RESPONSIBILITIES
· Will be responsible for updating Agency Networking and Employer referral Master list and adding to agents.
· Will insure we have all tax id information, license, networking contract, commission schedule to pay commissions to all networking partners and agents. Then reconfirm annually so it should be on calendar and in Agency Block.
· Responsible for Agency Block. Will be the go-to person for any updates or issues.
· Responsible for Connecture service. Monitor, maintain and fix any issues.
· Will create and maintain all auto work flows in Agency Block.
· Will help answer phone as needed, enter in AB and issue message to the appropriate person
This is a “In Office” position.
This list of tasks can changed or adjusted, as needed. Other items may be added or deleted from your job description to insure we are able to handle new processes or changes in the future business environment.

Job Type: Full-time

Pay: $25.00 – $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• Bonus pay

COVID-19 considerations:
COVID cleaning and temperature checks daily

Ability to commute/relocate:

• Santa Barbara, CA 93105: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Microsoft Excel: 3 years (Required)

License/Certification:

• CPA (Preferred)

Work Location: One location