Staff Accountant

Description

Position Summary

Reporting to the Director of Finance, the Senior Staff Accountant supports the company’s financial operations through ownership of accounts receivable, general ledger reconciliations, month-end close activities, project accounting, cash management, tax reporting, and financial record maintenance. This role is responsible for ensuring accounting transactions are accurate, complete, and timely while maintaining the integrity of supporting schedules, balance sheet accounts, and project financial data.

The Senior Staff Accountant serves as a key accounting resource across the organization and provides support for financial reporting, WIP analysis, audit preparation, compliance activities, and process improvement. This position requires strong accounting judgment, analytical ability, attention to detail, and the ability to independently identify and resolve discrepancies. The Senior Staff Accountant directly contributes to the accuracy of financial reporting, reliability of month-end close, effectiveness of cash and receivables management, and continuous improvement of accounting processes and controls.

Essential Functions

General Ledger, Month-End Close & Reconciliations – 30%

• Complete assigned month-end close activities according to established closing schedules. 
• Prepare and reconcile assigned balance-sheet accounts and investigate discrepancies. 
• Complete monthly bank and money-market reconciliations and resolve outstanding items. 
• Prepare payroll liability, PTO accrual, and other assigned payroll-related journal entries and reconciliations. 
• Maintain prepaid expense schedules, calculate amortization, and prepare related journal entries. 
• Maintain fixed-asset and depreciation schedules, record additions and disposals, and reconcile balances to the general ledger. 

Accounts Receivable & Customer Account Management – 25%

• Process customer invoices, deposits, and payment applications accurately and timely. 
• Monitor accounts receivable balances and follow up on past-due balances. 
• Prepare and distribute customer statements. 
• Maintain customer account, tax, and exemption information. 
• Research and resolve customer billing and payment discrepancies. 
• Maintain accurate supporting documentation for customer transactions. 
• Coordinate with project managers to ensure customer invoices are complete, accurate, and issued timely.

Project Accounting, WIP & Financial Operations – 20%

• Compile monthly WIP information and review project information for completeness and accuracy. 
• Maintain WIP supporting schedules and prepare and process monthly WIP journal entries for review and approval. 
• Set up jobs and maintain accurate project accounting information in Paylocity and Sage. Close completed jobs in Paylocity and Sage according to established procedures. 
• Complete payroll imports into Sage and reconcile payroll activity to the general ledger. Work with project managers and operations to investigate and resolve project accounting discrepancies. 

Tax, Compliance & Audit Support – 15%

• Prepare and file required monthly, quarterly, and annual sales and use tax returns. 
• Review vendor information and prepare, file, and distribute Forms 1099. 
• Prepare requested schedules, reports, reconciliations, and supporting documentation for audits and surveys. 
• Maintain financial and compliance documentation and complete recurring regulatory reporting within established deadlines.

Cash, Banking & Accounting Support – 10%

• Process AR deposits and related banking transactions. 
• Prepare FNBO templates and ACH payments while maintaining appropriate segregation of duties. 
• Reconcile petty cash and assigned cash accounts. 
• Establish and maintain accounting records and schedules for loans and other liabilities. 
• Record principal and interest activity, track payments, and reconcile balances to lender statements and the general ledger. 
• Provide backup support for assigned accounting functions.

Core Competencies

1. General Ledger Accounting & Reconciliation
2. Financial Accuracy & Attention to Detail
3. Month-End Close & Financial Reporting
4. Project Accounting & WIP Management
5. Accounts Receivable & Cash Management
6. Analytical Problem Solving
7. Organization & Deadline Management
8. Process Discipline & Continuous Improvement 

Performance Measures

• Accuracy and timeliness of accounting transactions and reconciliations.
• Effective management of customer accounts and accounts receivable activities.
• Timely completion of month-end and assigned accounting responsibilities.
• Maintenance of accurate financial records and supporting documentation.
• Effective collaboration with internal departments and external stakeholders.
• Demonstrated alignment with company values: Collaborative, Creative, Passionate, Innovative, and Curious, and accountability to these standards in daily work and decision-making.

EOS Data

Accountabilities Metrics

1. Maintain accurate general ledger accounts, reconciliations, and assigned month-end close activities. 
2. Ensure accurate and timely accounts receivable, project accounting, WIP, and cash-management processes. 
3. Maintain assigned tax, audit, compliance, and financial reporting requirements. 
4. Protect financial data integrity through disciplined accounting practices, issue resolution, and continuous process improvement. 

Month-End Task Completion (%) - Percentage of assigned month-end close activities completed accurately by established deadlines. 

Balance Sheet Reconciliation Completion (%) - Percentage of assigned balance-sheet and bank reconciliations completed accurately and on schedule. 

Accounts Receivable Over 60 Days (%) - Percentage of total accounts receivable aged greater than 60 days. 

Cost Leak Dollars Recouped - Dollars recovered or avoided through collection efforts, accounting error identification, reconciliation, process improvement, and proactive identification of financial or administrative inefficiencies.

Requirements

Minimum Required Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field; or equivalent combination of education and relevant accounting experience.
• Two or more years of progressive accounting experience, including general ledger accounting, reconciliations, accounts receivable, and month-end close activities.
• Experience preparing journal entries and reconciling balance sheet and bank accounts.
• Working knowledge of GAAP and standard accounting principles and internal controls.
• Proficiency with accounting software and Microsoft Excel.
• Demonstrated ability to independently research and resolve accounting discrepancies while managing recurring deadlines.

Preferred Education and Experience

• Five or more years of progressive accounting experience in a project-based, construction, manufacturing, or related environment.
• Experience with project accounting, WIP reporting, job costing, and percentage-of-completion accounting concepts.
• Experience preparing sales and use tax filings, 1099 reporting, fixed asset schedules, and audit support documentation.
• Experience with Sage 100 or similar ERP/accounting systems.
• Advanced Microsoft Excel skills, including financial analysis, reconciliations, and complex spreadsheets.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

• Approximately 95% office-based and 5% support activities within operational areas.
• Regular in-person collaboration with Accounting, Purchasing, Operations, and Leadership personnel.
• Primarily sedentary work utilizing computers, accounting systems, and office equipment.
• Requires in-person presence to support financial operations, document management, and internal customer service.