Manager, Finance and Administration

About the Opportunity Join a growing organization as Manager of Finance & Administration, where you'll serve as a key financial and operational leader. This role combines hands-on accounting, treasury operations, tax compliance, and full-cycle human resources management. You'll work closely with senior leadership and external advisors to ensure financial accuracy, regulatory compliance, and smooth day-to-day operations. Key Responsibilities Accounting & Finance Process daily cash application and post cash journals in Navision Maintain cash tracking files and make necessary cash entries Reconcile bank accounts (3 accounts across multiple institutions) Prepare month-end journal entries and balance sheet account reconciliations (approximately 34 accounts) Manage supplier billbacks and contribution tracking (monthly and quarterly) Publish monthly travel & expense spending reports by employee Reconcile FSA accounts monthly Reconcile inventory accounts monthly Manage accounts receivable aging and clean up older balances Support bank audits (at least twice annually) and regular external audits Tax Compliance & Reporting File monthly, quarterly, and annual tax returns across multiple jurisdictions. Prepare information for external CPA firm for tax return preparation Make federal and state income tax payments throughout the year as directed Review completed tax returns for accuracy Coordinate annual 1099 calculations Manage property tax declarations and filings Payroll & Benefits Administration Process semi-monthly payroll via Paychex Submit payroll files to Fidelity for 401(k) administration Perform annual non-discrimination testing Manage benefit renewals Coordinate property & casualty insurance renewals Oversee FSA open enrollment Human Resources Serve as the HR department for all employee-related matters Maintain personnel roster and employee records Manage new hire onboarding and termination processes Track vacation, benefits, and leased car assignments Issue annual holiday schedule Prepare and distribute annual Medicare letters Update and maintain employee handbook Calculate Personal Use of Company Car (PUCC) for year-end payroll Manage benefit system maintenance and tracking Additional Responsibilities Review and approve invoices for payment; sign checks bi-weekly Review and approve ACH payments for suppliers and employee expense reimbursements weekly Support overhead budgeting process Required Qualifications Bachelor's degree in Accounting, Finance, or related field 5+ years of experience in accounting/finance with progressive responsibility Experience with Microsoft Dynamics (Navision) or similar ERP systems Strong knowledge of multi-state tax compliance and filing requirements Hands-on payroll processing experience HR generalist experience or willingness to manage full HR function Advanced Excel skills Detail-oriented with strong organizational and time management skills Ability to manage multiple deadlines and priorities independently Experience supporting external audits Preferred Qualifications CPA or HR certification (PHR, SPHR) Experience with Paychex and Fidelity systems Multi-state tax compliance expertise Experience in small to mid-sized organizations where versatility is required Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual’s skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.