Accounting Manager and Office/Human Resources Manager

Job Title: Accounting Manager and Office/Human Resources Manager

Department: Accounting, Human Resources

Summary:

Accounting Manager & Office/Human Resource Manager

Responsible for maintaining timely and accurate reporting produced within the accounting operations of the company. Support management by maintaining and executing all company policies as they apply to all employee relations.

This is an on-site role requiring the candidate to be in the office daily.

This position offers an excellent opportunity for a self-motivated, organized individual to contribute to the overall success of the company.

Key Responsibilities:

·     Determine work procedures and expedite workflow for all accounting operations; examine accounting processes for exactness and conformance to policies and procedures.

·     Establish and monitor internal controls to safeguard financial data and assets.

·     Provide guidance and expertise on accounting policies, procedures, and best practices. Ensure compliance with GAAP (Generally Accepted Accounting Principles).

·     Setup accounts in the general ledger. Point accounts in the ERP system to be reported accurately on balance sheet and income statement.

·     Coordinate monthly accounting close with outside accountant, prepare and enter general journal entries, analyze financial results with company management.

·     Compile annual vendor 1099 reporting from ERP system.

·     Prepare annual budgets based on forecasted sales & expenses and the previous year’s company financial results.

·     Perform special projects or ad-hoc analysis as required.

·     Manage the annual business insurance renewal process. Coordinate with insurance broker the completion of any insurance applications, provide updated property values and estimated annual sales Calculate and submit estimated payrolls by classification.

·     Keep certificates of insurance file updated for outside contractors.

·     Manage the annual insurance workers compensation and sales audit.

Office and Human Resource Responsibilities:

·     Manage the onboarding process for new hires, including preparing orientation materials, and ensuring all necessary documentation is completed.

·     Update existing employee benefit contributions and 401k deferral changes as needed. Verify the correctness and completeness of all information.

·     Provide answers to employee inquiries regarding HR policies, procedures, and benefits.

·     Maintain and update employee records, ensuring all information is accurate and compliant with company policies and legal regulations.

·     Process employee terminations related to benefits programs and payroll information.

·     Report workplace accidents to insurance carrier, file worker’s compensation claims, complete accident investigation report process and report results to management.    

·     Coordinate employee short-term and long-term disability claims..

·     Work closely with benefit providers (health insurance, retirement plan vendors, etc.) to resolve issues and ensure that employees are receiving accurate information and services.

·     Purchase and maintain office supplies. 

·     Oversee building contractor contacts and manage vendor communication. 

Accounts Receivable (AR)

·     Compile electronic payments and incoming checks and post to customer accounts receivable on a timely basis.

·     Set up new customer sales orders in ERP system based on purchase order receipt.

·     Evaluate customer credit applications submission via Dun and Bradstreet. Setup up customer accounts in ERP system. Assigns customer payment terms and credit limits in the ERP system.

·     Electronically send monthly statements to customers, identify potential problem accounts and send follow-up correspondence to the customer to collect payment.

·     Review accounts receivable on a weekly basis for past due accounts. Communicate past due balances and customer credit hold status to sales staff.

·     Handle AR invoicing, including uploading invoices to customer portals.

·     Ensure the accurate and timely closing of sales orders.

Accounts Payable (AP):

·     Handle drop shipments for AP and invoicing. 

·     Assist with product shipping and receiving administration in ERP. 

·     Maintain and update the ROG (Received of Goods) report daily. 

·     Prepare and process 1099 forms for vendors. 

·     Maintain and update tax-exempt certificates provided to vendors. 

Additional Responsibilities:

As assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·     Strong understanding of ERP systems (Sage 100 preferred).

·     Experience with credit card processing, ACH deposits, and invoicing systems.

·     Proficient in Microsoft Office Suite (Excel, Word, Outlook).

·     Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

·     Knowledge of HR practices and familiarity with insurance policies is a plus. 

·     Excellent organizational and time management skills

·     Diligence and dependability

·     Strong oral and written communication skills

·     Professional demeanor

·     Customer service orientation

Education and Experience:

Requires education generally equivalent to a bachelor's degree in accounting or finance, two years general accounting experience, and previous supervisory experience.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Full-time, office-based position. 

Frequent interaction with vendors and employees across various departments. 

The employee works in an office environment where the noise level is quiet. 

Physical Demands:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.)

While performing the duties and responsibilities of this position, the employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl and reach above shoulders. The incumbent will regularly sit and move from place to place, and will frequently talk and listen and use hands to finger, handle or touch. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

During the performance of his/her duties, the incumbent will occasionally lift up to 25.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.