Staff Accountant Finance Team
Resume:
Judith Mendoza
El Paso, TX *****
***********@*****.***
Professional Summary
A career opportunity in Accounting; Bookkeeping; HR; Payroll; Group Benefits. Work Experience
Staff Accountant
Russell Transport
August 2024 to August 2025
# As the Staff Accountant I oversaw the finance team of the companies and covered the AP, AR, Payroll, Billing & Collections Job duties and responsibilities while they were on PTO.
# Created SOP for each of the finance team’s roles and functions within the company.
# Handled all desktop deposits for 3 companies.
# Daily reviewed all 3 companies bank accounts and sent out the daily deposit postings to our collections department to get our client’s due balances up to date and be able to increase line of credit.
#Responsible for increasing line of credit; making sure the client’s accounts were in good aged receivable status.
# Checked credit for each new client to verify good credit report.
# Updated bank transactions in our Daily Treasury Report for the 3 companies and reconciled all bank accounts daily.
# Daily reconciled the bank operating account against our daily deposit postings for clients to communicate with collections which received ACH deposits were pending to be entered and posted.
# Established a system to receive remittances; save and post in our McLeod accounting system for a more efficient way to apply ACH payments to our client’s account balance.
# Received physical client checks, scanned; applied and deposited.
# Made daily EFS & Love’s fuel vendor payments online and sent out reports to key staff. Posted payment and scanned invoice into our McLoed accounting system.
# Handled the full accounting for the 2nd brokerage company, including AP; AR; Payroll and Carrier Settlements.
# Processed weekly carrier settlements to pay out factoring companies, owner operators, and other carriers.
# Coordinated mirroring load transactions between the trucking/logistics company and the broker company.
# Processed per requested and with signature approval, missing settlement pay items such as fuel surcharge and load rates.
# Verified that we had 3-way match before scheduling AP vendor payments such as: carrier invoice; contract rate agreement & POD or Bill of Lading for finished trips to be paid out.
# Prepared Direct Deposit or ACH payment to pay out settlements to be processed in our banks by top management.
# Collected credit card receipts from top management with approved signatures and description of expense to enter in our system.
# Monthly reconciled a total of 12 bank accounts and 3 credit card statements.
# Communicated with factoring companies and carriers regarding settlements payment remittances.
# Communicate with all Finance team members to request reports needed for my end of the month auditing / balance sheet reconciliation.
Grant Accounting Specialist
City of El Paso
January 2024 to August 2024
# Audited grant city funded expense reimbursements for the Community Building Development department.
# Attention to detail, reviewed all submitted expenses for each of the nonprofit entities requesting grant funds from our department CBD. Expense documents such as payroll stubs; payroll reports; bank statements; credit card statements; vendor invoices; rent/lease agreements; vehicle insurance statements; driver’s license; mileage reports; payroll tax reports to verify all requested amounts for these expenses add up and documents justify the reimbursement requests.
# Reviewed tenant & landlord lease contracts to verify the contract’s terms, fees and dates are congruent with what is being requested for reimbursement. Making sure contractual names and signatures, lease dates, lease deposit fees, administrative fees, utility fees and any other fee requested for reimbursement are in the contract.
# Used extensive formulas spreadsheets to enter all necessary data to process these reimbursements in a timely manner.
# Audited/reconciled all back up documents for requested expenses including vendor invoices, utility statements, contracts and method of payment, receipts, bank statements, credit card statements have been turned in for each expense requested for reimbursement.
# Verified all utilities assistance is for the person and address being granted assistance to and the billing date is for the month, and time submitted for.
# Gathered key values and data using V Lookup to submit expense reports for payment authorization to our accounting manager.
# Gather and organized all validated documents as back up for the expense line items submitted by the Non-Profit entities for reimbursement and submitted these with my end of the month audited reports for release funds approval to top management.
# Processed payable vouchers in People Soft Finance. Communicated with the Accounting Manager on missing documents or amount discrepancies I found on expense reimbursement audits.
# On a monthly and quarterly basis, engaged in the forecast and budgeting of each of the non-profit entities grant allowable budget for the year. Used extensive formula data to analyze where we stood against each month with current balances and projected amounts for future year reference. Payroll/Accounting Specialist
Muñoz Trucking Inc-El Paso, TX
December 2022 to December 2023
# Analyzed loaded and empty miles on a weekly basis for OTR & Local drivers. Fixed any discrepancies; edited or adjusted as per reviewed and needed with dispatch notice.
# Added new hires into our OTR industry miles and accounting tracking system called PCS.
# Verified and coordinated with our recruiting & safety team all required documents were current and up to date in our system before processing payroll such as MVRs; Medical Cards; DL; Drug Screenings; W4’s; I-9’s and employee’s company handbook acknowledgments.
# Scheduled drivers for Safety Training as needed to meet company’s standards and regulations.
# Calculated company offered OTR driver bonuses/incentives based on safety and performance scores by creating V lookup excel reports that would bring in the drivers with best scores.
# Answered calls from drivers with questions on their miles driven; accessorial pay such as layovers, extra stops, tail gate; group benefits; pay rate; bonus and incentives; payroll deductions; garnishments; hours of service; safety scores; mpg scores; DOT violations.
# Submitted DOT violations report to appropriate agencies and communicated with shop management for any vehicle inspection requirements.
# Processed IFTA reports.
# Assisted the owners President and Vice President of the company with accounting assessment; financial reports and personal/company income tax reports. Controller/Payroll Specialist & HR
Matrix Special Systems-El Paso, TX
January 2020 to December 2022
# Responsible for all accounting, payroll and HR needs for this company.
# Implemented customer contract protocols and procedures for on time job execution, completion and billing protocol.
# Kept and updated customer contracts for jobs and completion date lines, along with completed job billing and date lines in an excel spreadsheet.
# Entered executed contracts with customer information and net terms in our accounting system for billing.
# Local, State and Federal Job contracts required me to have detailed information, guidelines and protocols for billing in accordance with contract and certified payroll requirements.
# Billed each customer by generating an invoice according to contract guidelines and percentage of job completion. followed AIA billing filling out G702 & G703 forms for accurate completion stages and retained balance.
# Kept a detailed schedule and coordination with operating and site job supervisors on the advancement of each current job to get our billing percents updated each month to bill our customers accordingly.
# Submitted Certified payroll to all agencies on a weekly basis by generating all necessary documents and employee hours worked on each of our customers’ job sites with specific scale wage guidelines in accordance with Davis Bacon laws and employees assigned duties within the job.
# Kept in communication with the General Manager and Supervisors for each employee’s assigned job and required work time in each job. Kept all my financials in check with cost accounting methods so each Expense; Revenue and Payroll transaction had detail cost accounting GL’s/Codes.
# Communicated with our purchasing and receiving staff daily to accurately coordinate & scheduled payments for our vendors in a timely manner.
# Reconciled 4 different bank accounts: Payroll; Operating; Expense and Cash Bank accounts monthly and for good cash flow sometimes on a weekly or daily basis as needed.
# Reconciled all credit card accounts monthly.
# Reconciled our Vendor Accounts as per their statement date as needed.
# Reconciled our Customers Accounts Receivable accounts as per each customer’s statement as needed to keep accurate numbers.
# Synchronized time sheets and General Manager’s employee’s time report to verify all time is accounted for and payroll deductions; promotions; pay rise and employee W4 changes are made before processing payroll.
# Reviewed and adjusted pay rate according to where each employee was working as per scale wage and contract guidelines.
# Reviewed and communicated available PTO for each employee.
# Processed hourly employee payroll on a weekly basis.
# Processed Salary employee payroll on a bi-monthly basis.
# Processed Certified payroll on a weekly basis.
# Communicated with Customer’s Accounts Payable team on a regular basis for invoicing payment scheduling.
# Filled out many governmental federal reports needed for each or our customer’s contract guidelines.
# Created and Reported Payroll Taxes Weekly and necessary940 & 941 Quarterly and Yearly Reports.
# Implemented SOP for Billing and all documents needed for back up in all our job billing.
# Implemented SOP for Safety and on the job employee injuries reporting and steps to follow when in at the job incidents/injuries.
# Generated, Filed & Paid Monthly Sales Tax Reports.
# Verified and Requested Sales Tax Exemption Certificates for each Customer Job file.
# Implemented a more effective and efficient Customer Job file with all needed contract and billing information.
# Implemented a more effective and efficient vacation request process for each employee accumulated PTO.
# Implemented SOP for new customer set up.
# Implemented SOP for Shipping and Receiving team. Accounting Specialist/Income Tax
Carmona’s Tax & More-El Paso, TX
March 2020 to Current
# Serviced 2 companies/customers with their Accounting, Bookkeeping, HR, Payroll, Payroll Tax Needs.
# Prepare for these 2 companies quarterly financials.
# Prepare and report payroll taxes, sales taxes.
# Prepare and report personal and business income taxes Controller
Rassette Homes Inc-El Paso, TX
November 2017 to March 2020
# Kept Job Costing & Budgeting up to date in Sage 300 by entering subcontractor’s quotes on projects such as Undeveloped land projects and Developed land construction projects.
# Created and entered necessary job costing GL’s and coded essential for tracking direct and indirect costs such as materials and labor.
# Compared prior year’s actual costs to each construction stage project to budget and forecast for coming planned projects.
# Tracked finished properties utilities expenses and programmed disconnection at the time of sale/closing on the property.
# Communicated on time and on budget with key vendors to secure a good flow of materials, labor, and services needed for this home construction business on each project stage.
# Communicated with other key staff members such as project managers, accounts receivable, accounts payable to plan and manage each financial decision under each project stage.
# In charge of in-house payroll and compliance management for each hourly, salary and contract labor employee. I made sure each employee was paid according to their job status, pay scale and responsibilities.
# Oversaw vendor’s progress billing and scheduled vendors on a timely basis going by each subcontractor and contractor’s terms, conditions & agreements.
# Knowledgeable of AIA billing; G702 & G703 forms.
# Maintained a daily bank reconciliation for good cash flow.
# Prepared payroll reports and filings for payroll taxes such as 940 yearly federal unemployment taxes and 941 federal FICA taxes, as well as quarterly state unemployment taxes.
# Prepared monthly, quarterly and yearly financial statements, analyzed and projected them to the team.
# Prepared end of the month adjusting entries for end of the month closing.
# Audited / Reconciled all Balance Sheet accounts for accountability of each recorded transaction at month end.
# Entered Fixed Assets (properties & equipment)
monthly adjusting journal entries to reflect depreciation.
# Audited end of the month inventory and adjusting entries.
# Successfully oversaw company loans and allocated interest, fees and principal amounts to their correct GL.
# Paid property taxes for each finished building and calculated pro-rated amount due by the buyer at the time of sale.
# Prepared sales tax reports and scheduled monthly payments on time.
# Used Excel Spreadsheet to keep track of CIP builds and Finished buildings for sale. Kept all sale contributions and distributions such as Escrow, Interest, Down Payment, Administrative Fees. Full Charge Bookkeeper & HR/Payroll Specialist
Texas Boombox & TBF-El Paso, TX
November 2015 to November 2017
# In charge of all accounting and HR Payroll needs for this retail/wholesale/manufacturing company.
# Handled all Accounts Payable matters from A-Z; setting up new vendors in our accounting system with GL correct account, payment terms and all account and contact information.
# Scheduled all due vendor bills according to our cash flow and payment terms.
# Reconciled monthly all our vendor accounts to make sure balances are current and review any past due or credits due to us.
# Prepared checks to be disbursed to our vendors and mail out, making sure 3-way match and approval for every purchase, and every order has been completely received.
# Coordinated with the Purchasing and Shipping and receiving department on all our orders to budget for our next inventory order and any orders or bill issues.
# Handled all Accounts Receivables matters from A-Z; setting up new customers in Quick Books with Correct GL account, payment terms, contact information and customer requirements.
# Used POS = Point of Sales to record customer information which is linked to QB. Verified all information was synchronized correctly.
# Gathered all daily sales receipts as well as out-of-town taxable and non-taxable sales invoices.
# Verified that every nontaxable customer had its valid Resale Tax Certificate and Permit. Verified online that the number matched exactly with the customer’s contact information.
# Headed/Coordinated an ongoing State Sales Tax Audit that was in the beginning stage when I first arrived at the company. (I had to do my diligent research to gather all the information that was required from the state comptroller and all the documentation we had for a 3-year audit. I had to not only research but generate and audit myself the incorrect accounting done in the company in those 3 previous years)
# Created Accounts Payable SOP = Standard Operating Procedures for the Purchasing; Shipping and Receiving Department to create a smooth flow with our team’s orders and vendor relationship as well as a smooth correct and clear GAAP= General Accepted Accounting Principles for better accounting and financial measures.
# In Charge of all HR and Payroll processes, including creating SOP for future guidance and continuous and consecutive established processes.
# Entered in our payroll system all new employees that had already been interviewed and passed all our company set requirements based on the processes I created for the company.
# Gathered every employee time sheet to schedule for our weekly payroll, including all garnishments and or payroll deductions.
# Gathered all pre-employment applications and pre- employment forms required by the state of Texas and DOL law.
# On a weekly basis reconciled our operating bank account for better cash flow
# On a monthly basis reconciled the company’s 3 bank accounts plus 5 other credit card accounts.
# Created Weekly, Monthly, Quarterly and Yearly Financial reports for the owners.
# Created Payroll Tax Reports and Reported to each entity taxes due including: Monthly Payroll Taxes, Quarterly State and Federal Unemployment taxes to each governmental agency.
# Created Sales Tax Reports and Reported sales taxes monthly to the State Comptroller. Accounting Specialist
Matador Resources-Dallas, TX
August 2014 to January 2015
# Processing high volume of invoices daily
# Vendor audits
Accounting Specialist
TMX Logistics, Inc (TLI)-El Paso, TX
November 2010 to April 2014
# Coordinated between Tatung Mexico (production) accounts payable and Tatung Mexico, TLI
(logistics)accounts payable protocols.
# Matched (signature authorized) purchase orders/BOL/POD’s with vendor invoices before entering to our accounting system.# Verified our quoted (negotiated) inbound/outbound rates for routes were consistent with vendor’s invoiced prices.
# Disputed any price discrepancies according to our quoted agreement and requested credits for prompt payment.
# Carefully verified against our logistics software (OTR planner) that inbound/outbound/round trips with our merchandise were delivered on the requested delivery date or reasons for layovers.
# Researched the validity of layovers/fuel surcharge/ or any overhead charges our freight vendors added to their regular freight rate for inbound/outbound/round trips.
# Completely in charge of overseeing the company’s 401K plan offered to salary staff.
# Enrolled new qualified employees to our 401K plan & answered any questions regarding the summary plan description.
# Kept a 401K spreadsheet with employee/employer contributions according to the allowed employee percentage contributions & the employer’s profit-sharing percentage and processed the total contributions for prompt options investment.
# Handled all general liability insurance claims.
# Helped in auditing physical inventory for better security control of our goods.
# Worked closely with traffic coordinators to account for requested shipments and negotiated prices.
# Worked closely with warehouse & inventory managers to reconcile end-of-the-month inventory.
# Researched freight invoice price discrepancies & contacted carriers to request necessary proof to back up the disputed price.
# Met with carriers & traffic control coordinator to negotiate rates that suited the company’s budget. Payroll & Group Benefits Administrator
Environmental Investments/Lambert’s-Dallas, TX
June 2008 to April 2010
# Communicated with supervisors & managers from 6 different groups on job openings and potential employees.
# Kept all new hire company forms & policies up to date.
# Made sure our per-employment screenings (background check, physical and or drug screenings) are clear before entering new hire into our payroll system.
# Updated employee records in our time tracking and accounting systems with accurate information.
# Coordinated the new hire orientation and informed each employee of the company policies, group benefits, safety protocols and their rights/responsibilities as employees.
# Kept current and informed on new labor federal/state/local laws and regulations and coordinated with top management on implementing changes accordingly (DOL transparency record-keeping, exempt /non-exempt employee status & classification).
# Actively took part in the revising & editing of the company’s employee handbook with company’s policy and employee benefits.
# Recorded & filed changes on all payroll and employee forms, including vacation requests, payroll status change, employee information change & employer’s first report of injury.
# Coordinated with administrative personnel in each group/division that all time was entered right &on time (with job number & task)
# Verified employee requested time for vacation & or sick time is available to them before processing payroll.
# Communicated and resolved any type of employee issues on time; garnishments; payroll deductions; group benefits; overtime; pay discrepancies before processing payroll.
# Calculated & entered any bonuses or commissions with supervisor’s seal of approval before processing payroll.
# Entered any employee change of status, including pay raise, promotions, & calculated pro-rated wages according to effective date.
# Entered uniforms, loans, garnishments payroll deductions before processing payroll.
# Updated employee’s personal information changes such as new address, new last name, and new withholdings from w-4.
# Processed payroll weekly for a total of 6 different groups within the company and up to 175 employees.
# Kept track of new qualifying events & time frames for each new employee, according to Company’s offered benefits.
# Processed & kept record of any: FMLA (Family Medical Leave); bereavement; leave of absence; disciplinary leave according to federal/state law & Company’s policy.
# Customized programs/events to look out for the company’s and employee’s wellbeing and productivity (health awareness, safety incentive programs).
# Translated work related documents English to Spanish for top management.
# Coordinated group benefits (health, dental, life, 401k, supplementary) meetings with brokers and employees before renewal date.
# Overall coordinated, administrated all aspects of employee offered group benefits, from keeping enrollment qualifying event schedules to reconciling vendor invoices from elected providers with employee payroll deductions.
# Recorded and processed payment for 401K elected contributions according to employee options and employer shared profits percentages.
# Knowledgeable and able to answer any questions to help employees and top management better understand their benefits summary plan description.
# Managed ‘in-house’ Cobra medical continuation coverage for terminated employees.
# Administrated and coordinated employee safety essentials (keeping employers first report of injury log, submitting big claims to our WC insurance provider)
# Met with our safety coordinator, top management and WC advisor on how to implement safety programs.
# Followed through any claim until the claim was closed.
# Ensured accurate & timely completion of all State & Workers Compensation required forms.
# Monitored claims development & followed up with employee & manager s to expedite the return-to- work process for injured employees.
# Prepared appropriate correspondence with the injured employee.
# Received medical bills & forwarded to adjuster for payment.
# Ran MVR’s on all potential employees to be hired as drivers and reported results to managers/supervisors.
# Researched and stayed informed on new and developing safety, Osha & Hiipa laws.
# Provided support & direction to operations in all matters concerning workers compensation. Office Manager / Accountant
Bulloch Fabricating-Lewisville, TX
April 2006 to August 2007
# Maintained a thorough and accurate control of accounts payable by matching invoices against purchase orders, making sure our vendors were consistent with their quotes.
# Invoiced daily according to shipments to our customers.
# Kept a great cash flow by strategically planning and scheduling payments on our payables and taking advantage of discounts and credits due.
# Followed up on our aged receivables by sending out monthly customer statements and kindly reminding our customers of past due invoices.
# Assisted payroll clerk on processing payroll for over 80 employees in our company. Starting with all the HR process of taking the application, verifying the information, and legal paperwork for hiring.
# Entered the employee to our accounting system with its specific withholding and qualifying events.
# Verified each employee’s hours, vacations due and loans due, before processing payroll checks.
# Completely in charge of the company’s benefits and insurance plans.
# Met with pre-selected brokers to help find the best insurance policy competent with the company’s needs & budget.
# Kept workman’s compensation insurance records in line, including filling out all the paperwork when an on-the-job accident occurred.
# Scheduled and organized the company’s safety meetings.
# Prepared all of OSHA and workman’s compensation yearly reports.
# Analyzed, adjusted and prepared all the quarterly and yearly financial reports for the accountant.
# Formulated and kept various reports that helped the whole administrative branch have accurate figures.
# Planned and coordinated the company’s yearly picnic and Christmas festivities.
# Assisted the purchasing department, payroll department and sales order departments when they were on vacation or on sick leave.
# Overall learned 3 new accounting software (visual books, visual payroll and visual jobs and production) during less than a month and mastered them short after.
# Assisted owner on the preparation of business letters, business memorandums, documents, financial reports, inventory reports, and yearly business and personal property reports. Office Manager/Bookkeeper
Newell Recycling-El Paso, TX
February 2001 to February 2004
# In charge of all bookkeeping duties for a ferrous & non-ferrous recycling company.
# Maintained a daily bank reconciliation spreadsheet.
# Presented the finance department a daily accurate AR report for good cash flow.
# Schedule due payments to our vendors to maintain a good credit line.
# Kept, analyzed & monitored the monthly purchases of goods of our ferrous & non-ferrous inventory.
# Kept an accurate FIFO inventory, making end of the month adjustments in accordance with our physical inventory.
# Prepared monthly, quarterly and YTD profit and loss financials and interpreted them to the finance and administrative department.
# Kept and prepared monthly production reports, including projected and actual sales of our processed and finished inventory.
# Collected all signed time sheets biweekly for hourly employees.
# Calculated biweekly payroll for salaried and hourly employees, assessing their individual benefits and withholdings.
# Prepared and filed quarterly tax reports to the IRS.
# Contributed new ideas to better handle petty cash brought in to pay daily small quantity inventory suppliers.
# Maintained office inventory and placed orders as needed.
# Maintained daily routine bookkeeping data entering and filing. FIELD OF EXPERTISE
GAAP Accounting; Cost Accounting; Financial Statements; Payroll; HR; Group Benefits; Inventory Audits; Sales Audits; RS Audits; Quick Books Online & Desktop; OTR Processes & Software; Construction Processes and Software (Timberline, Construction Manager, Sage 300); Non-Profit Accounting and Accounting Software (Oracle PeopleSoft Finance, MIP, Microxi);Microsoft Word, Excel; Adobe; Outlook; Google Sheets, Google Documents, Mail; Microsoft Teams; Zoom; Commercial. Quick Books Online; QB Desktop; Sage 50, PCS Logistics Accounting Software; McLeod Trucking Accounting Software; Samsara fleet management & safety.
Printer/Copier/Fax/Scan Machines/Desktop Deposit Machines. Education
Accounting, Finance & Marketing -
University of Texas at El Paso-El Paso, TX
January 1993 to December 1996
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