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Job ID#: 43094
We are seeking a Staff Accountant to own customer billing and support our weekly payroll and retirement plan administration. This role combines hands-on accounting work with careful handling of confidential employee information. The position works directly with the Controller and partners with Sales, operations, employees, and outside service providers to keep invoices, cash records, and payroll accurate and on time.
Essential Duties and ResponsibilitiesBilling and Accounts Receivable
- Prepare and issue customer invoices each day; research pricing, quantity, freight, documentation, and other billing discrepancies.
- Create and maintain customer accounts in the ERP system and answer invoice and payment questions from customers and internal teams.
- Apply customer payments, reconcile cash batches, close and balance the daily cashbook, and prepare customer check deposits.
- Reconcile bank activity and credit card settlements to payment processor and bank records; investigate and resolve variances.
- Maintain complete support for invoices, payments, deposits, and reconciliations, and assist with month-end close and audit requests.
Payroll and Employee Support
- Prepare and process weekly payroll with the Controller and Paychex; review hours, pay changes, deductions, and exception reports for accuracy.
- Research payroll discrepancies, calculate retroactive adjustments and final pay, prepare monthly payroll journal entries, and maintain payroll records.
- Help employees with direct deposit, tax withholding forms, PTO balance questions, and other payroll matters; coordinate with Paychex when needed.
- Review new-hire paperwork for completeness, maintain personnel and payroll records, and assist with employment verifications.
Retirement Plans and Accounting Support
- Monitor 401{k) contributions and other payroll deductions; coordinate participant and census information with Alerus and other plan providers.
- Support administration of the 401(k) and cash balance plans, including invoice reconciliations, participant requests, required notices, annual reporting, and audit support under the Controller’s direction.
- Complete assigned account reconciliations and special projects, document procedures, and cross-train on routine credit and collections tasks to provide coverage.
Compliance and Recordkeeping
- Maintain accurate payroll, personnel, and retirement plan records in accordance with company policy and applicable requirements; protect confidential employee information.
- Monitor payroll and retirement plan deadlines, verify deductions and contribution transmissions, and escalate discrepancies promptly to the Controller.
- Support annual Form 5500 preparation, PBGC premium payments, required participant notices, payroll and retirement plan audits, and year-end reporting under the Controller’s direction.
- Work with Paychex, Alerus, plan administrators, actuaries, and outside consultants to resolve questions and complete required documentation.
- Special projects as needed to support the Controller with various audits and data extraction.
Qualifications
- Bachelor’s degree in accounting required.
- Strong Microsoft Excel skills required, including formulas, lookups, pivot tables, and reconciliation of large data sets.
- Experience with customer billing, cash application, payroll, or general accounting; experience with both billing and payroll is strongly preferred.
- Experience with an ERP or accounting system and a third-party payroll provider; Paychex experience is helpful.
- Ability to reconcile detailed transactions, investigate differences, and meet daily, weekly, monthly, and annual deadlines.
- Sound judgment, clear communication, and a record of protecting confidential employee and financial information.
How the role works
This position reports directly to the Controller and works alongside the Senior Credit and Collections Specialist and Accounts Payable Specialist. The Controller provides payroll backup and reviews payroll. This position will cross-train with the Senior Credit and Collections Specialist and serve as a back up when support is needed.
