What are the responsibilities and job description for the Controller position at Surf Search Inc?

ACCOUNTING

Post all journal entries at the end of month
Reconcile cash for all bank accounts
Close the month process
Investigate any out-of-balances or anomalies of entries based on expected and / or average entries and resolve
Keep the WIP updated on a weekly basis to track expected revenue for the month and to identify fades early
Adjust WIP based on data received from Superintendents in monthly job meeting
Maintain schedules and trailing schedules for all aspects of the balances sheet
Provide EOY data to reporting agencies (CPW, Latitude, Valuation Co., etc.)

BANKING

Maintain relationship with bank(s)

Provide monthly, quarterly, and annual reports to the bank

Investigate Positive Pay false errors that occur on a daily basis

Transfer funds to and from accounts when necessary – manually

Reconcile all bank accounts

Make daily deposits of all checks and reconcile all ACH / credit card deposits

Apply for loans and refinance loans as needed

PAYROLL

Oversee all payroll in the field

Process all payroll for office employees

Verify all tax deposits are made timely for each city, state, and county

Make Federal and State tax deposits on office bonus checks

Reconcile all paychecks that have cleared and track all open drafts

Ensure tax tables are updated properly and timely including 401k limits and unemployment rates

Watch for changes in laws and implement the changes when appropriate.

Monitor Prevailing Wage updates, make sure our accounting system reflects the changes, and all employees receive proper pay and notification

Track all the different incentive plans and distribute when appropriate

HUMAN RESOURCES

Oversee new hire documents for legal compliance

Implement, monitor and maintain employee documents such as beneficiary forms

Stay abreast of changes in the law that affects employee / employer rights

Assist in training and directing recruiting efforts

Contact attorneys when appropriate

Responsible for making sure all communications with field staff are translated to Spanish

Compliance in regard to annual statements concerning 401k plans and costs, ESOP statements, Medicare notices, etc.

INSURANCE

Evaluate and negotiate health insurance on an annual basis, set the employee contribution limits

Evaluate and negotiate dental insurance on an annual basis

Evaluate and negotiate general liability insurance on an annual basis.Ensure payroll / accounting is updated to capture changes for accruals

Evaluate and negotiate disability insurance on an annual basis.Ensure payroll / accounting is updated to capture changes for accruals

Evaluate and negotiate life insurance on an annual basis.Ensure payroll / accounting is updated to capture changes for accruals

Evaluate and negotiate out-of-state workers comp insurance on an annual basis.Ensure payroll / accounting is updated to capture changes for accruals

Evaluate and negotiate (to the best of our ability) Ohio Workers Comp insurance on an annual basis.Ensure payroll / accounting is updated to capture changes for accruals.That would also include evaluating separate plans and costs for each plan

Evaluate and negotiate Director and Officer insurance on an annual basis.

Ensure management staff complete reports properly for terminated employees to minimize unwarranted unemployment claims

Ensure that we do everything possible to make sure our bonding capacity remains high with minimal costs

Monitor and maintain bonds for cities and ERISA requirements

Not insurance per se, but semi-annual EEOC renewals with different states and cities

CONTRACTS

Review each contract for completeness and to evaluate insurance and billing requirements

Maintain records of CCIP and OCIP projects so we can take appropriate insurance steps

Maintain records of KTEP projects so we can take appropriate ‘change order’ revenue and billing steps

Maintain records of ‘Allowance’ projects so we can take appropriate ‘change order’ revenue and billing steps

Contact attorney on projects that are in question

RETIREMENT PLANS

First plan, 401(k), review and sign all paperwork for new applications and distributions

Remit monthly data to TPA for proper employee contributions

Complete EOY census and questionnaire to TPA to ensure compliance

Meet with CFP on an annual basis to discuss investment options and changes.

Intervene with issues that arise between the TPA, our investment advisor, our investment firm, the participant, or any combination of the above

Audit participant paperwork on a semi-regular basis to ensure compliance and completeness.

Create system to track and monitor participants after termination to keep up to date on addresses and beneficiary information until account has been 100% distributed

Second plan, ESOP, review and sign all paperwork for distributions

Complete EOY census and questionnaire to TPA to ensure compliance

Track all costs of the plan and try to minimize future expenses

Estimate future distribution expenses and formulate procedure on how to book and track those

Create system to track and monitor participants for up to 11 years after termination to keep up to date on addresses and beneficiary information until account has been 100% distributed

FIXED ASSETS

Track all purchases and divestitures

Calculate depreciation for new assets and book monthly depreciation of all assets

Track gains on sales of all assets disposed of

Report gains and sales of assets to insurance company and outside CPA

Determine the best way to pay for new additions

INVENTORY

Create and maintain inventory coding system for all product kept in the warehouse

Create and maintain system to transfer product to and from job and second warehouse.

Book Shrink based on history and product movement

Direct all physical inventory counts and reconcile out-of-balances

Review all products at least annually to determine which products need to be removed as obsolete

BILLING

Review and sign all pay applications going to all projects each month

Review and adjust billing items such as schedule of values setups and budgets

Intervene on collections of difficult accounts

Assign all projects to specific billers based on difficulty of project billing, past experience with that client or billing portal, and the billers current work load.

Solve out of balances

Back side of billing – deposit all checks into our bank account on a daily / - basis and reconcile

ACCOUNTS PAYABLE

Ensure all the proper paperwork is collected, recorded and filed for each vendor

Negotiate terms and discounts with vendors

Review all payables on a weekly basis to determine who will be paid that week

Resolve issues when they arise

INFORMATION TECHNOLOGY

Primary point of contact for server maintenance and issues

Evaluate replacement equipment such as laptops and printers in order to keep workflow going

Test and maintain backup system for emergencies

Approve certain programs to be added to the server

Maintain the permissions of employees which controls their access to certain drives, directories, or files

Create and maintain tools for employees such as Excel spreadsheets that increase accuracy and productivity

Maintain the security cameras on premises

Responsible for loading updates on the server (security patches mostly) and updates to our accounting system (Computer Ease)

Maintain the company website and other social media platforms

SAFETY

Oversee Safety Director in overall duties

Work with TPA on Workers comp issues to determine the best plan for KBR

Evaluate Industrial Commission issues and rule on course of action

Work with Safety Director to implement a plan on issues such as Covid Compliance, DL checks, training, etc.

VEHICLES

Ensure all vehicles are properly insured and licensed and we have all the pertinent paperwork and titles

Report larger trucks through IFTA, IRP, and PUCO on a quarterly or annual basis

Audit driver records to ensure they are being filled out correctly and completely and that we are not breaking ODOT rules on hours

Calculate depreciation for all vehicles and book monthly

TAXES

Monthly and Quarterly withholding for cities, states, and counties

Annual W3 reporting to the cities, states, and counties

Annual W2, W3, 1094, 1095, 1096 and 1099

Income tax reporting is done by outside CPA.We supply all the data breaking every revenue dollar, margin dollar, gross payroll, and payroll tax withheld down by state, by county, by city, by township (if needed)

Sign tax forms.If payment is needed, initiate check request and attached to the tax form before mailing

Other ‘tax related’ items such as unclaimed funds

AUDITS

Lead the annual review with outside CPA

Lead the annual audit with Latitude (401k TPA)

Lead the annual audit with ESOP TPA

Lead the annual audit with CNA (General Liability and out-of-state workers comp insurance carrier)

Lead the annual audit with Reliance Insurance Company (Life and Disability)

Lead the 3-year audit with OBWC

RELATIONSHIPS

Maintain working relationships with.

Bank(s) – S&T Bank

Insurance Brokers – several including bonding agent

Attorneys – several

TPA for 401(k) plan – including investment company ad CFP

TPA for ESOP plan – including Trust personnel and attorneys

Vendors

Some customers

Employees, field and staff both

Accountants

OTHER

Prep the quarterly board meetings notes and create reports for board members, to be distributed at least a week before the event

Create annual budgets and 5-year proforma’s for all interested parties

Calculate burden rates for estimators

Balance cash management against debit servicing

Annual renewals with the Secretary of States, city licensing, contractor licensing, etc.

Contract for ‘office items such as a main copier / printer / scanner / faxing machine, uniforms, cleaning services, etc.

Compliance implementing new laws and accounting pronouncements

Help establish rules and procedures

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