Staff Accountant

The Staff Accountant role involves processing financial transactions in compliance with GAAP, managing accounts payable and receivable, performing reconciliations, and maintaining vendor and document records. Responsibilities include ensuring timely and accurate processing of payments and invoices, managing expense reports, and tracking contracts using tools like QuickBooks, Bill.com, NetSuite, and Expensify. The position requires resolving billing issues, conducting collections, and supporting monthly close activities while collaborating with team members and maintaining proactive communication with clients. Strong organizational skills, attention to detail, and the ability to meet deadlines in a dynamic, team-oriented environment are essential.

Staff Accountant

Job responsibilities:

• Process transactions in accordance with GAAP, perform basic reconciliations, be the face of SVFG to the client. Can successfully:

• Process AP (assign proper accounts, assign proper approver(s), assign proper class, identify proper day of payment, validate bill is not a duplicate, follow up on approvals for all key bills that must be paid for continuation of business operations and insure those are paid timely, identify any unpaid CA use tax) including:

• Properly identify expense, prepaid, fixed asset accounts for all bills; verify proper account with manager for all others

• Obtain vendor contract for all vendor bills

• Obtain I9s for all vendors who will require 1099s prior to making payments

• Verify vendor bill is in agreement with contract (i.e., hourly rate or milestone payments for contractor, no invoice beyond term date, etc.)

• Identify roll-up accounts and classes v. direct accounts and classes

• Use Bill.com to process AP and sync appropriately to QuickBooks, NetSuite, Intacct or the like as well as know how to run a standard check run in QuickBooks Pro and QuickBooks OnLine

• Use AP tool imbedded within NetSuite, Intacct and other mid-tier accounting packages to process, manage approvals and pay AP

• Properly process and account for emergency payments outside of Bill.com via check or wire

• Identify possible duplicate bills and resolve appropriately

• Identify appropriate approver for all bills

• Process AP with minimal errors

• Insure recurring fixed payments such as rent are processed timely, as well as recurring variable payments such as benefits.

• File hard copy docs timely (e.g., no more than one week of unfiled docs)

• Manage and process purchase orders as appropriate (including managing proper approval based on approval limits and department, validate PO is not a duplicate, sync as necessary to Bill.com or other AP system)

• Process expense reports and corporate credit cards (assign proper accounts, assign proper approver(s), assign proper classes, validate expenses are in line with client T&E policy, validate expense report items are not duplicates) including

• Use Expensify to process expense reports and credit cards

• Process approved expense reports timely and record payment in Quickbooks, NetSuite, Intacct or the like

• Also process hard copy expense reports; file timely

• Maintain vendor files

• Scan and attach all vendor contracts to vendor in Bill.com

• File hard copy of vendor contract in permanent files if not using Bill.com

• Track vendor contracts (effective date, term date, description, total obligation)

• Investigate vendor payments, expense report payments, credit card payments as necessary; contact vendors and resolve any billing issues

• Process invoices (AR) to customers under direction of General Accounting Manager or Controller

• Set up new customers and validate information with executed contract

• Verify prices, payment terms, other relevant terms with fully executed contract

• Track against POs as required and identify differences between POs and total invoiced amounts

• Perform collection calls under direction of General Accounting Manager or Controller

• Perform basic reconciliations within monthly close calendar deadline

• Cash recons (including sync of bank activity to QuickBooks or other accounting system as appropriate)

• Prepaid recons; monthly

• Fixed Asset recons; monthly

• Perform other ad-hoc analysis and transactional processing as required by managers or client

• Leverages knowledge of other staff members and team members to resolve questions and inform answers for client

• Provides support to other peers by actively participating in Staff round tables, actively participating in monthly pre-close meetings and monthly or weekly team meetings, proactively disseminating information or knowledge (client specific or general technical knowledge) to team and peers (at meetings, via slack or via email communications)

• Proactively leverages Slack channels to communicate when available but not billable to aid other staff members and clients

• Timely responsiveness: responds to communications (emails, texts, slack, voicemails etc.) from clients and internal staff members within the day with either 1) an answer or 2) an acknowledgement of receipt of the email and a reasonable estimate of the time needed to respond to set expectations