Office Manager / Bookkeeper

Description About Us Airport Metro Connection, Inc. (AMC) is a Washington, D.C.-based transportation company with over 25 years of experience serving government agencies, corporations, and schools. Focused on government contracts, AMC provides daily shuttle services that promote sustainability by reducing pollution and traffic under federal service contracts subject to the McNamara-O’Hara Service Contract Act (SCA). Our drivers operate under FMCSA regulations, and our back-office must match that same level of compliance rigor. Position Overview We are seeking an experienced Office Manager / Bookkeeper with a demonstrated understanding of federal contracting requirements — specifically the McNamara-O’Hara Service Contract Act (SCA) and its Health & Welfare (H&W) fringe benefit compliance obligations. This is a combined role requiring full ownership of bookkeeping, payroll, FMCSA driver record management, HR administration, and day-to-day office operations. Candidates without prior federal contracting or SCA experience will not be considered. Key Responsibilities Bookkeeping & Finance (Federal Contracting Environment) Record daily financial transactions and maintain the general ledger in QuickBooks; ensure the chart of accounts correctly segregates contract-specific costs as required under federal cost accounting standards (DCAA). Perform monthly bank reconciliations and prepare P&L statements, balance sheet summaries, and cash flow reports for the CEO. Track contract expenditures against budget; maintain documentation supporting allowable and allocable costs in accordance with federal contracting requirements. Manage accounts payable and receivable; reconcile broker and government agency remittances; pursue outstanding balances. Payroll & SCA Health and Welfare (H&W) Compliance This role requires hands‑on knowledge of SCA compliance. Our drivers and service employees are covered under federal Wage Determinations (WDs) issued by the U.S. Department of Labor (DOL). The bookkeeper must correctly administer and document SCA obligations in every payroll cycle. Process bi-weekly payroll for all covered service employees; apply the applicable SCA Wage Determination (WD) minimum hourly rates by job classification and locality as specified in each federal contract. Calculate, track, and document the SCA Health & Welfare (H&W) fringe benefit obligation on a per-employee, per-hour-paid basis (current DOL H&W rate: $5.55/hour effective July 7, 2025, per DOL Wage and Hour Division guidance); ensure no employee’s H&W obligation falls below the WD-specified minimum. Maintain detailed payroll records for each SCA-covered employee documenting hours worked, wages paid, H&W contributions made, and benefit plan participation, sufficient to demonstrate compliance in the event of a DOL Wage and Hour Division investigation. Ensure SCA-required “Notice to Employees Working on Government Contracts” is posted at the worksite; maintain a copy in the compliance file. Coordinate with the company’s benefits provider to confirm that H&W fringe benefit plan costs meet or exceed per-employee WD obligations; document any cash-in-lieu payments where applicable. Retain payroll and SCA compliance records for the period required by the applicable contract and federal regulations; SCA records are generally required for three years. FMCSA Safety Compliance – Administrative Support Because we operate as a passenger carrier under FMCSA jurisdiction (49 CFR Parts 390–391), the Office Manager/Bookkeeper plays a direct administrative role in maintaining driver compliance records. FMCSA compliance failures that originate from incomplete or outdated records are a financial and operational risk. Maintain complete Driver Qualification Files (DQFs) for all drivers per 49 CFR § 391.51, including: employment application (391.21), Motor Vehicle Record (MVR) from each licensing state (391.23), road test certificate or CDL equivalent (391.31/391.33), medical examiner’s certificate from an FMCSA National Registry examiner (391.43), and negative pre‑employment drug test result (49 CFR § 382.301). Conduct and document the annual MVR review for every CDL driver as required under 49 CFR § 391.25; pull current MVRs within the 12‑month review cycle, obtain signed review documentation, and retain in the DQF. Conduct semi‑annual reviews of all driver CDL and commercial learner’s permit (CLP) expiration dates; issue advance renewal notices to drivers and the Safety & Compliance Coordinator no later than 90 days before expiration. Conduct annual certification reviews for all drivers’ DOT medical examiner’s certificates; flag any certificate expiring within 60 days, coordinate with the Safety & Compliance Coordinator, and ensure no driver with an expired or lapsed medical certificate is permitted to operate a vehicle prior to renewal. Maintain Drug and Alcohol History Files (DHFs) separately from DQFs per 49 CFR § 391.53; retain records per 49 CFR § 382.401 timelines (positive results and refusals: 5 years; negative pre‑employment tests: 1 year). Retain DQFs for the duration of employment plus three (3) years after separation per 49 CFR § 391.51. Office Administration Manage office supplies, vendor accounts, filing systems, and incoming/outgoing mail and certified correspondence. Maintain the company’s master compliance calendar: business licenses, FMCSA operating authority (USDOT number), vehicle registrations, insurance renewals, and contract compliance deadlines. Ensure current Certificates of Insurance (COIs) are on file and distributed to contracting agencies and facility partners upon request. Draft correspondence, memos, and reports as directed by the CEO. HR Administrative Support Maintain personnel files for all employees; coordinate new hire onboarding (I-9, W-4, SCA benefits enrollment, employee handbook acknowledgment). Conduct semi‑annual reviews of all driver CDL expiration dates and commercial driver’s license endorsements; issue renewal reminders 90 days in advance. Conduct annual certification reviews for DOT medical examiner’s certificates, drug test clearances, and any required training completions; report status to the Safety & Compliance Coordinator. Process workers’ compensation claims; maintain the OSHA 300/300A injury log. Respond to employment verifications and unemployment insurance claims; support recruiting by posting positions and scheduling interviews. Requirements Qualifications Required: Bachelor’s degree in Accounting, Business, Finance or similar field. Minimum 5 years of bookkeeping or accounting support experience. Minimum 3 years of office or administrative management experience. Demonstrated knowledge of the McNamara-O’Hara Service Contract Act (SCA), including Wage Determination (WD) application and Health & Welfare (H&W) fringe benefit compliance. This is a non‑negotiable requirement; candidates who cannot demonstrate SCA experience will not advance. Proficiency in QuickBooks (Desktop or Online) and Microsoft Excel. Experience processing payroll using payroll software (QuickBooks Online Payroll). Familiarity with federal recordkeeping requirements for government contractors (DOL Wage and Hour Division compliance, SCA record retention standards, and DCAA). Strong attention to detail, ability to meet concurrent deadlines, and the ability to work independently. Ability to maintain strict confidentiality of financial, personnel, and patient information. Preferred (but not required): Prior experience working as a bookkeeper or office manager for an FMCSA‑regulated transportation company or federal service contractor. Familiarity with 49 CFR Part 391 driver qualification file requirements and DOT compliance recordkeeping. Work Environment & Physical Requirements Full‑time, on‑site position in a standard office environment. The role requires sustained computer use, reading and processing detailed financial and compliance documents, telephone communication, and management of physical and electronic filing systems. No heavy lifting or outdoor work is required. Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). To request an accommodation, contact HR Department at View email address on click.appcast.io. Compensation & Benefits $52,000 – $72,000 per year, based on experience and qualifications. Life, AD&D, STD, LTD, Health and dental insurance. Paid time off (PTO) and paid holidays per company policy. Workers’ compensation coverage. Retirement plan enrollment. How to Apply Submit your resume and a brief cover letter specifically describing your SCA compliance experience, including the federal contracts you supported and how you managed H&W fringe benefit obligations, to View email address on click.appcast.io or apply directly through Indeed. Applications that do not address SCA experience will not be reviewed. No phone calls, please. Airport Metro Connection is an Equal Opportunity Employer. College Park, Md | View email address on click.appcast.io #J-18808-Ljbffr