Accounting Manager

Job Description

Job Description

Accounting & Office Manager

Position Summary

The Accounting & Office Manager plays a key role in ensuring the smooth and efficient operation of the company’s accounting and administrative functions. This position is responsible for overseeing day-to-day office operations, accounting activities, payroll, financial reporting, compliance, licensing, and administrative processes.

The Accounting & Office Manager will work closely with department managers and company leadership to ensure financial accuracy, operational efficiency, compliance, and timely completion of required deadlines.

Essential Duties & Responsibilities

Accounting & Financial Responsibilities

Maintain a thorough understanding of General Ledger (GL) accounts, financial reporting, general ledger structure, accounting principles, and GAAP.

Manage and oversee Accounts Payable (AP), Accounts Receivable (AR), and payroll processing.

Maintain and manage accurate GL accounts and accounting records.

Ensure a smooth, accurate, and timely monthly, quarterly, and year-end financial close.

Ensure timely preparation and reporting of monthly financial information.

Perform monthly bank account reconciliations accurately and timely.

Ensure accurate and timely processing of Positive Pay transactions through the company’s banking institution.

Monitor and analyze accounting department activities to identify opportunities for improved efficiency, procedures, and resource utilization while maintaining a high level of accuracy.

Assist with external audits and Department of Labor (DOL) surveys.

Assist with workers’ compensation audits and surveys, including gathering required payroll and employee documentation.

Prepare and complete required W-2, 1095, and 1099 reporting.

Maintain and manage company EINs (Employer Identification Numbers) and related records for multiple entities, as applicable.

Payroll, Tax, Benefits & Compliance

Process payroll accurately and timely while maintaining compliance with applicable federal and state requirements.

Prepare and file quarterly state and federal payroll tax returns.

Manage quarterly state tax reporting and payments.

Manage the annual 401(k) and profit-sharing plan administration and related requirements.

Maintain knowledge of federal and state compensation laws and applicable administrative standards.

Ensure required financial, payroll, and regulatory deadlines are met.

Maintain accurate and organized payroll, tax, employee, and compliance records.

Licensing, Insurance & Fleet Administration

Manage annual commercial insurance package renewals.

Manage and renew all required business licenses.

Process renewal of fleet license plates through the DMV and maintain required documentation for company vehicles.

Manage NTA license plates and related documentation.

Maintain organized and up-to-date compliance and licensing records.

Office Administration

Manage day-to-day office administrative functions and ensure the office operates efficiently.

Order and maintain office supplies for all divisions.

Respond professionally to complaints or inquiries from agencies and organizations, including the BBB, NTA, and other applicable agencies.

Collaborate with department managers to coordinate administrative and operational needs.

Support company leadership and other departments with administrative and accounting-related matters as needed.

Supervisory Responsibilities

Supervise approximately 0–6 employees on a regular basis.

Manage employee performance, provide coaching and direction, and address performance concerns.

Handle disciplinary actions and employee terminations in accordance with company policies and in coordination with Human Resources.

Promote accountability, teamwork, accuracy, and productivity within the department.

Required Qualifications & Experience

Minimum of 5 years of experience in financial reporting and general ledger accounting.

Extensive understanding of accounting principles and GAAP.

Extensive experience with SAGE 100 accounting software is required.

Strong knowledge and experience managing General Ledger (GL) accounts.

Experience with financial reporting, month-end and year-end closing processes.

Experience with payroll processing and quarterly state and federal payroll tax reporting.

Experience preparing and processing W-2, 1095, and 1099 forms.

Experience with EIN administration and maintaining records for multiple EINs/entities.

Experience with workers’ compensation audits/surveys is preferred.

Strong experience with Microsoft Office, particularly Microsoft Excel and Word.

Strong experience with QuickBooks Online and QuickBooks Desktop.

Experience processing payroll for approximately 100–200 employees is strongly preferred.

Knowledge of federal and state compensation laws and administrative standards.

Knowledge and experience with 401(k) and profit-sharing plan administration is preferred.

Ten-key touch experience required.

Must be PC proficient and comfortable working with multiple computer systems and software applications.

Strong organizational skills and attention to detail.

Ability to multitask, work under pressure, prioritize responsibilities, and meet strict deadlines.

Strong verbal and written communication skills.

Strong interpersonal, supervisory, and customer service skills.

Ability to work independently while also collaborating effectively with management and other departments.

Ability to maintain confidentiality when handling sensitive financial, payroll, and employee information.

Education

Bachelor’s degree in Accounting or a related field preferred, but not required with substantial relevant experience.

Language Skills

Ability to effectively present information and respond to questions from managers, supervisors, clients, customers, agencies, and the general public.

Bilingual English/Spanish skills, including the ability to read and write in Spanish, are a plus.

Work Environment

The successful candidate must be comfortable working in a fast-paced environment, managing multiple priorities, and maintaining a high level of accuracy while meeting required deadlines.