Staff Accountant

Position

Reporting to the Chief Financial Officer, the staff accountant serves as support staff to senior management within the organization in a broad range of accounting/financial activities including: payroll backup, human resources/benefits processing, and reporting processes. Performs daily, monthly, and annual accounting functions while collaborating with vendors, sub-contractors, clients and colleagues to guarantee the timely completion of projects. Works with one to two accounting staff members. Ethical and diplomatic character required to provide accounting interface between senior leadership, clients, vendors and employees.

Finance and Accounting Functions:

• Perform all accounts payable functions: vendor maintenance, invoice processing and timely payment.
• Enters cash receipts in Vision. Process and Prepare bank deposits.
• Reconcile and Process payments for organization’s credit cards.
• Reconcile / replenishing Petty Cash; dispensing of Petty Cash as needed.
• Ensure timely closing of Accounts Payable, Cash Receipts and reviews Deltek Vision month-end balances to resolve discrepancies.
• Prepare and file 1099s
• Process sales use tax (VA and MD).
• Ensure compliance with all accounting policies, procedures, and internal controls.
• Prepare reports to funding institution per CFO’s discretion. Work with CFO, external auditors on bank and annual FAR audit.
• Review Accounts Payable & Account Receivables aging for collections and payables issues and assist with manage collections.
• Work closely with Marketing Department regarding the update of Subcontractor qualification application and accounting information regarding bids and proposal.
• Provides contract and project management support
• Assist with monthly reporting of MDOT, DDOT, SHA, VDOT Rate Schedule and General Rate Schedule per localities. Ensuring they are all submitted timely and diligently.
• Assist contracts administrator with opening proposals and projects within Vision for Project Managers.
• Other duties as assigned by supervisor.

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Human Resources/Benefits Functions:

• Assist CFO with conducting orientation for new employees in VB office.
• Process and Reconcile monthly group health insurance premiums (medical, dental, vision) and Prepare schedule for payroll deductions of employee’s portion.
• Assist CFO with processing eligible employee’s benefits application (Health, Dental, 401k, VSP, Anthem Life) within Zenefits system, and process H SA applications.
• Assist with maintaining employee and benefits portion of Zenefits platform.
• Assist with COBRA through Zenefits platform.
• Assist CFO with processing employee terminations through Zenefits platform.
• Assist CFO with the renewal of PMI’s benefits plan insurance yearly.
• Assist with Myers & Briggs Personality Test; Act as Seminar facilitator administering testing and assist with training for employees, including event preparation and speaker interface.
• Assists with annual benefits renewal meetings and semi-annual 401(k) enrollment meetings arranging for vendor presentations, employee notifications, and membership materials dissemination.
• Other duties as assigned by supervisor. Administrative functions:

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• Handle the janitorial services for the VB/Corporate building and arranges maintenance of the building with the landlord. Supervise/Maintain the janitorial services for the outer offices.
• Handle travel arrangements for employees and is responsible for administrative duties to coordinate and make travel arrangements locally, in-state, and internationally.
• Assist CFO with drafting the OSHA 300 and OSHA Logs reports and First Accident Reports. Ensure recommended actions are taken prior to filing Worker’s Compensation claim. Works closely with the Health/Safety officer of PMI.
• Assists CFO with all business insurance premiums (worker’s compensation).
• Assists CFO with the renewal of PMI’s benefits plan and business insurance yearly.
• Maintain the file management of PMI’s project, human resources, and administrative filing system with the use of barcoding and offsite storage.
• Ensure corporate and professionals’ certifications and licenses are in order and current (local business license, DPOR, MD/VA business registration).
• Maintain the fleet management account, adding and terminating users.
• Maintain the DMV Driver’s Monitoring Program/MD Driver’s Program, ensuring confidentiality of citations and driver’s records.
• Responsible for maintaining the asset and inventory database.
• Other duties as assigned by supervisor. Leadership functions:

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• Identify and recommend on-going process improvements to maximize efficiencies in the accounting processes and other departmental procedures.
• Support other departments by researching and interpreting accounting policy; applying observations and recommendations to operational issues.
• Team player in the project life cycle process of PMI.
• Maintain financial security by maintaining internal controls.
• Avoid legal challenges by understanding current and proposed legislation; enforcing accounting regulations; recommending new procedures.
• Protect organization’s value by keeping information confidential.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations.
• Participate in PMI-sponsored civic responsibility such as CHKD Golf Tournament and Telethon.
• Other duties as assigned by supervisor.

Supervisory Responsibility:

The staff accountant manages does not have any supervisory responsibilities.

Work Environment:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, fax machines, calculators and filing cabinets.

Physical Demands:

This is largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Position Type and Expected Hours of Work:

This is a non-exempt, full-time position (hourly/40-hour work week). The work hours are Monday through Friday 8:00 AM to 5:00 PM (one hour lunch).

Travel:

May have occasional travel to outer offices.

Education, Experience, and Skills

• AA in Accounting. BS in Accounting or Business preferred
• 3-4 years’ experience in any or all roles of a small firm: accounts payable, accounts receivable, cash receipts, bank reconciliations, petty cash
• Software: Windows, Word and Excel required, Deltek Vision preferred.

Job Type: Full-time

Salary: $35,000.00 to $45,000.00 /year

Required education:

• Associate

Required experience:

• Bookkeeping: 3 years
• Accounting: 1 year