Under direct supervision of CFO/Vice President, supporting financial, human relations, administration, and our overall team. Provide and maintain appropriate documentation and communication to ensure daily financial activity including (but not limited to) general ledger, accounts receivable, accounts payable, are accounted for timely and accurately.
Responsibilities:
- Daily cash reconciliation, morning deadline verification of ACH and check positive pay items. Weekly reporting to CFO of bank activity, accounts payable, & accounts receivable to assist in cash forecasting.
- Processing payroll and 401k contributions for all employees at all locations.
- Assist with monthly billing as needed, particularly with any billing that includes sensitive payroll information. Billings of this nature will be responsibility of this position.
- Review of credit card expenses, AP invoices, and expense reports to ensure proper receipts have been submitted, charged to appropriate projects/accounts and follow up as needed.
- Ensure all Clients are set up properly and due diligence is performed on any new Clients.
- Ensure invoices to clients are compliant with contracts (including submission of certificates of insurance, W9s, establish to set our company up as a vendor) and invoices are submitted to appropriate contacts via appropriate delivery method (some clients have portals).Ensure all relevant information is updated at a project level within billing terms on respective projects. Identify ways to improve process.
- Ensure all vendors and subcontractors have appropriate documentation in place (W9, COI, licensing) prior to establishing them as a vendor in system and for compliance with 1099 annual preparation.
- Assisting CFO with month end closing process, including journals, reconciliations, supporting schedules
- Assisting with HR administration when needed. Obtain New hire/openings monthly for projections.
- Willingness and ability to backup team as needed to support overall Cole team.
- Run various reports, work on special projects as requested
- Assist in preparation of Annual Qualification packets with various Municipal clients to establish and maintain qualification status including preparation of Overhead rates and supporting documents.
- Review timesheets to help ensure unallowable time is accounted for properly for FAR (Federally audited rates) calculations to meet DOT and federal standards.
- Assist in ERP testing/upgrades as needed to ensure all accounting related functionality, data, and reporting needs are met or exceeded from current system. Establish procedures in the new system as well as assistance with training documents
- Maintain fixed asset schedule and assist with preparation of annual property tax assessments for each office location.
- Maintain corporate licensure registrations with the state and professional board
- Monthly sales tax preparation as needed (currently Missouri and Texas)
Education and Experience
- Bachelor's degree in Accounting or related field
- Four plus years of experience in accounting, or an equivalent combination of education, training, experience
- CPA desired but not required
- Payroll experience desired but not required
- Excellent organizational skills with ability to handle multiple tasks and meet deadlines
- ERP experience with Deltek desired but not required
- Excellent written and verbal communication skills
- Ability to work in an office atmosphere in St Louis or St Charles, MO (hybrid considered after acclimated to position, however meeting the needs of the team to cover job responsibilities will take priority).