Job Description: Farm Bookkeeper and Office ManagerCompany: Balet Flowers & Design

Location: Malta, NY (Saratoga Region)

Position Type: Part-Time

About Balet Flowers & Design

Since 1995, Balet Flowers & Design has been providing flowers and plants to customers across the Saratoga region. We are a family-owned business specializing in high-quality annuals, perennials, shrubs, and vegetable plants, as well as handmade pottery and floral designs for weddings and events. Our business operates year-round with a high-intensity peak from April through July.

Role Overview

We are looking for a positive, solutions-oriented professional who can manage our books and act as the business operations backbone for our farm management team.

Responsibilities

1. Finances and Bookkeeping

Record and categorize income from our garden market, farmers' markets, gardenscaping clients, floral design projects, classes and other sources.
Manage payments to suppliers and vendors for flowers and plants, gardenscaping materials, and other services and materials.
Process payroll for staff, including tracking billable hours for specific jobs.
Assign appropriate expense codes for incurred expenses for CC, checks & receipts. Organize and file receipts provided by staff.
Ensure new suppliers are added to the master vendor list, as needed provide our tax & farmers tax exemption forms.
Collect a copy of tax id & insurance coverage from contractors as needed.
Confirm that purchase orders or invoice match product received and filing all physical and digital receipts.
Manage consignment vendor files and agreements and coordinate semi-annual payments.

2. Administration

Fill out insurance reports & audits as needed
Oversee payment of monthly sales tax.
Ensure all contracts, receipts, and business documents are filed and managed appropriately.
Maintain records for New York State sales tax, farm business exemptions and other sales tax exemptions.
Help implement systems for managing inventory of plants, hard goods, and other materials.
Review employee purchases to ensure compliance with business policies
Coordinate adding employees to vehicle insurance, vehicle maintenance, and other administrative tasks.

3. Payroll and Staff Support

Process payroll for staff and manage bi-weekly paychecks
Provide new employees with documentation and benefits information, as needed.
Add new employees to payroll and file employee documentation.
Document employee completion of onboarding and employee agreement
Assist with the preparation and issuance of annual 1099 forms for contractors and W-2 forms for employees, confirm collecting contractor insurance and W-9s. Payroll and Staff Support

4. Management

Generate quarterly Profit & Loss (P&L) and Balance Sheet statements
Update the Fixed Asset Register for new equipment or vehicle purchases and recording depreciation.

Qualifications

3+ years of bookkeeping experience. Experience in retail, horticulture, or a service-based trade is highly preferred.
Strong proficiency in QuickBooks Online and Excel. Experience with POS systems (like Square and Lightspeed) and their integration with accounting software is a plus.
Familiarity with New York State labor laws and sales tax requirements is beneficial.
Ability to work independently with a problem solving attitude, exercise a high level of discretion with family-business finances, and bring an appreciation for the seasonal rhythm of farm life is essential.

Schedule & Environment

Compensation: $23-26/hour
Part-Time: Approximately 15–25 hours per week
Seasonality: This is a year-round position with an understanding that hours may increase slightly during the growing season (March–October) or year-end tax preparation and decrease slightly during the winter months.
Location: A regular presence at our Malta farm is required to manage documents and coordinate with the owner and other staff.

How to Apply

Please submit your resume and a cover letter highlighting your interest and experience with to .

Pay: $23.00 - $26.00 per hour

Benefits:

Employee discount
Flexible schedule

Work Location: In person

Balet Flowers and Design

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