Job: Bookkeeper/Administrative Assistant

Job Description

Job Type: Full time, Hourly

Wage: $25-$30/hr.

Location: Salida, CO.

Job Description:

Job Description: Bookkeeper

Department: Accounting / Finance
Reports To: Owner
Position Type: Full-Time
Location: Salida, CO

Position Summary

We are seeking a dependable, detail-oriented, and organized Bookkeeper to manage daily accounting and financial recordkeeping for a diversified company.

The Bookkeeper will be responsible for maintaining accurate financial records across all business divisions, processing accounts payable and accounts receivable, reconciling bank accounts and credit card transactions, monitoring fuel and convenience store inventory records, processing payroll or assisting with payroll administration, and preparing financial reports for management.

The ideal candidate is trustworthy, analytical, comfortable working with multiple business activities, and able to identify discrepancies, maintain organized records, and meet accounting deadlines with minimal supervision.

Key Responsibilities

1. General Bookkeeping and Accounting

• Maintain accurate and up-to-date financial records for all company divisions.
• Record daily transactions, journal entries, deposits, payments, and adjustments in the accounting system.
• Maintain the general ledger and assist with monthly, quarterly, and year-end closing procedures.
• Reconcile bank accounts, credit cards, loans, and other balance sheet accounts.
• Maintain organized electronic and paper accounting records.

2. Accounts Payable

• Review, code, enter, and process vendor invoices for fuel purchases.
• Match invoices to purchase orders, delivery tickets, bills of lading, and other supporting documentation when applicable.
• Reconcile vendor statements and resolve billing discrepancies.
• Maintain accurate vendor records and assist with tracking fuel supplier payments and other significant operating expenses.

3. Accounts Receivable and Customer Billing

• Prepare and process customer invoices for wholesale fuel sales, tankwagon deliveries, freight services, and other applicable charges.
• Post customer payments, ACH transfers, credit card receipts, and other collections.
• Reconcile customer accounts and investigate billing or payment discrepancies.
• Monitor outstanding receivables, prepare aging reports, and communicate past-due balances to management.
• Assist with customer credit documentation and maintain accurate account records.
• Reconcile fuel delivery tickets and freight documentation to invoices to help ensure all billable deliveries and services are invoiced accurately.

4. Wholesale Fuel and Tankwagon Accounting

• Record and reconcile wholesale fuel purchases and sales using supplier invoices, terminal statements, delivery tickets, and customer invoices.
• Track fuel purchases, gallons received, gallons delivered, and gallons sold using available operational reports.
• Reconcile tankwagon delivery tickets and driver records to sales invoices and fuel inventory records.
• Investigate discrepancies involving delivered gallons, billed quantities, pricing, freight charges, and supplier invoices.
• Maintain accurate records supporting applicable fuel taxes, environmental fees, freight charges, and other fuel-related assessments.
• Work with operations personnel to resolve differences between physical deliveries, operational records, and accounting entries.

5. Convenience Store Accounting —

• Reconcile daily sales reports for convenience stores.
• Verify cash deposits, credit and debit card settlements, electronic payments, and other tender types.
• Investigate shortages, overages, voids, refunds, and other unusual transactions.
• Reconcile point-of-sale reports to bank deposits and accounting records.
• Maintain separate financial records for each store to support location-level reporting and performance comparisons.
• Report significant cash discrepancies, inventory variances, or unusual transactions to management promptly.

6. Freight Business Accounting

• Process freight invoices, customer billings, carrier payments, and related operating expenses.
• Match freight bills to load documentation, rate confirmations, bills of lading, delivery records, and other supporting documents.
• Reconcile freight charges, accessorial fees, fuel surcharges, and other billable items.

7. Payroll and Administrative Accounting

• Assist with payroll processing, employee time records, payroll deductions, and related accounting entries, as assigned.
• Maintain accurate records for payroll taxes, employee reimbursements, and other payroll-related liabilities.
• Assist with sales tax, fuel tax, and other applicable tax reporting and filing requirements, as assigned.
• Perform other accounting and administrative duties as needed.

8. Office Administration

• Assist with counter sales for walk in customers as needed.
• Answer phones for call in customers as needed

Qualifications and Experience

• Two or more years of bookkeeping or accounting experience preferred.
• Experience with a computerized accounting system.
• Proficiency in Microsoft Excel and general office software.
• Experience with accounts payable, accounts receivable, bank reconciliations, and general ledger maintenance preferred.
• Strong attention to detail and the ability to identify and resolve discrepancies.
• Ability to organize and manage multiple priorities while meeting deadlines.
• Strong communication, problem-solving, and recordkeeping skills.
• Ability to handle confidential financial information with integrity and discretion.
• High school diploma or equivalent required; bookkeeping, accounting coursework, or an associate degree preferred.

Preferred Experience:

• Wholesale or retail fuel distribution.
• Convenience store or multi-location retail accounting.
• Fuel inventory reconciliation and delivery ticket processing.
• Trucking, freight, transportation, or logistics accounting.
• Point-of-sale systems, inventory management software, and fuel billing systems.
• Fuel tax reporting, sales tax, and other industry-specific compliance requirements.

Key Skills and Attributes

The successful candidate will demonstrate:

• Accuracy and strong attention to detail.
• Honesty, dependability, and sound judgment.
• The ability to work independently and take ownership of assigned responsibilities.
• Strong organizational skills and consistent follow-through.
• A proactive approach to identifying errors and improving processes.
• The ability to communicate effectively with management, vendors, customers, drivers, and store personnel.
• A commitment to maintaining reliable financial records and appropriate internal controls.

Benefits

The following benefits are available as part of full time employment:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off
• Sick Time
• Paid Holidays

Work Environment

This position works closely with management and personnel across wholesale fuel distribution, convenience store operations, tankwagon delivery, and freight services. The role requires regular communication with vendors, customers, drivers, store managers, and outside accounting professionals. There is high potential for growth in this role.

Equal Opportunity Statement

McFarland Oil is an equal opportunity employer. We are committed to providing a professional work environment and evaluating candidates based on their qualifications, experience, and ability to perform the responsibilities of the position.

Expected hours: 40.0 – 50.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.