Accounting/Executive Administrator

Job Description

Accounting Manager is responsible for all areas relating to financial reporting. Responsible for developing and maintaining accounting principles, practices, and procedures to ensure accurate and timely financial statements. Addresses tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting, year-end audit preparation and the support of budget and forecast activities. This individual has the responsibility and authority to perform assigned tasks. The Accounting responsibility accounts for 50% of the position. The other 50% is as an Executive Administrator working with the President to manage day to day activities.

Responsibilities

Obtain and maintain a thorough understanding of the financial reporting and general ledger structure.

Ensure an accurate and timely monthly, quarterly and year end close.

Ensure the timely reporting of all monthly financial information.

Manage daily banking requirements.

Ensure the accurate and timely processing of positive pay transactions.

Prepares budget and forecasting activities.

Monitors and analyzes department work to develop more efficient procedures and use of resources while maintaining a high level of accuracy.

Responds to inquiries from the President regarding financial results, special reporting requests and the like.

Work with the Certified Public Accountant to ensure a clean and timely year-end audit and tax returns.

Supervise the general ledger to ensure all financial reporting deadlines are met

Documents financial transactions by entering account information.

Recommends financial actions by analyzing accounting options.

Summarizes current financial status by collecting information, preparing balance sheet, profit and loss statement, and other reports.

Substantiates financial transactions by auditing documents.

Maintains accounting controls by preparing and recommending policies and procedures

Reconciles financial discrepancies by collecting and analyzing account information.

Secures financial information by completing database backups.

Prepares payments by verifying documentation and requesting disbursements.

Complies with federal, state, and local financial legal requirements by studying existing and new legislation, enforcing adherence to requirements, and advising management on needed actions.

Prepares special financial reports by collecting, analyzing, and summarizing account information and trends.

Contributes to team effort by accomplishing related results as needed.

Review all invoices for appropriate documentation and approval prior to payment

Prioritize invoices according to cash discount potential and payment terms

Process checks requests

Audit and process credit card bills

Match invoices to checks, obtain all signatures for checks and distribute checks accordingly

Manage all account receivables and payables

Utilize Company ERP system for accounting processes

Prepares payroll and 1099 maintenance

Set up new employee(s) personal data for payroll

Respond to all vendor inquiries regarding invoices, payables, terms, etc.

Reconcile vendor statements, research and correct discrepancies

· Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices

Quality/Safety

Quality and safety are of utmost importance and all employees agree to maintain a safe work environment and abide by our Quality, safety, and other company policies.

Reporting Relationship

This role reports to the President of the company.

Qualifications

BA/BS in Business with an emphasis in Accounting or equivalent Work Experience in a related field

Familiarity with financial, accounting, and bookkeeping software, spreadsheets, forecasting, and Statement of Financial Accounting Standards (SFAS)

Thorough knowledge of accounting and corporate finance principles and procedures

Five to seven years prior experience in the financial reporting/general ledger area. Experience working in an accounting firm or professional services firm is preferred.

Must be PC proficient and able to thrive in a fast-pace setting environment. Must have strong experience with Microsoft Office Suite software.- Excel is a MUST!

Strong attention to detail and very deadline-oriented

Accustomed to reporting research results on a frequent basis

Demonstrate a strong sense of confidentiality

Excellent time management skills

Excellent data entry management

Proficient math skills

Strong verbal and written communication skills

Strong interpersonal and customer service skills required

Ability to multi-task, work under pressure and meet deadlines required

Must be within 20 miles of this location

Must be a U.S. Citizen

Company Description

Defense Support Services, Inc. is a stocking distributor of Aerospace hardware and fasteners. We have been growing in the past few years and looking for people who want to grow with us.