- Monitor daily bank transactions, including ACH’s and loan payments, ensuring accuracy and resolving any discrepancies.
- Review and process invoices and other financial documents received via email, ensuring timely payment and accurate record-keeping.
- Manage the onboarding process for new customers and vendors, including completing W-9 forms and Tax Exemption Certificates.
- Process accounts payable, verifying invoices against packing slips and purchase orders before entering them into Sage.
- Compile and record weekly check totals, then perform the weekly AR Trial Balance to reconcile accounts.
- Prepare and file Sales Tax reports for Pennsylvania and New Jersey in Sage, following specific online filing instructions.
Payroll and Benefits Administration:
- Manage payroll, including collecting and reviewing timecards for accuracy and completeness, entering data into Excel, and processing payroll through the ADP website.
- Handle 401k entries through the Empower website, ensuring all contributions and employer matches are recorded accurately.
- Administer employee benefits programs, including health insurance, retirement plans, and other benefits, ensuring compliance with legal requirements and company policies.
Regulatory Compliance:
- Maintain records for Safety Services compliance with Motorola, including completing OSHA Logs (Form 300 and 300A) and collecting the EMR Report from the broker.
- Prepare for the annual insurance meeting, reviewing vehicle and driver lists, updating forms, and verifying the Certificate of Insurance (COI) with the broker.
- Ensure compliance with all relevant federal, state, and local regulations and company policies.
Human Resources:
- Maintain accurate and up-to-date employee records, including personal information, job details, and performance evaluations.
- Process new hires, terminations, and changes in employment status, ensuring all necessary paperwork is completed accurately and on time.
- Handle employee relations issues, including resolving conflicts, addressing complaints, and implementing disciplinary actions when necessary.
- Develop and implement HR policies and procedures, ensuring compliance with all relevant laws and regulations.
Reporting and Documentation:
- Generate monthly reports for the accountant, compiling payroll information, car loans, and bank reconciliations.
- Prepare ESOP paperwork, including filling out a questionnaire and providing an Excel spreadsheet with employee annual payroll details for IRS Form 5500.
- Complete 401k compliance forms through the Empower site, using information from the ESOP paperwork as a guide for Form 5500 testing and completion.
This position plays a pivotal role within the organization, reporting directly to the company president. As such, it involves significant responsibility and requires a high level of professionalism and discretion. The individual in this role will be expected to communicate regularly with the president, providing updates on financial, administrative, and human resource matters. They will also be responsible for implementing the president’s directives and ensuring that all tasks are completed accurately and in a timely manner. This position offers a competitive salary, health insurance, retirement benefits, and paid time off. Additionally, it provides a unique opportunity to work closely with senior leadership and contribute to the overall success and strategic direction of the company.
