Accounting/HR/Operations Assistant

Overall Responsibility:

This position plays a key role in ensuring smooth day-to-day business operations through a blend of accounting, administrative, and HR support. The primary focus is on maintaining accurate financial processes, including timekeeping, payables, and complicated reconciliations, while also supporting compliance and audit readiness. In addition to accounting responsibilities, the role contributes to operational efficiency by coordinating internal systems, and assisting with IT. The position also provides essential HR support for onboarding, recordkeeping, and employee system maintenance, helping to promote a well-organized and responsive administrative environment.

Key Areas of Responsibility:

Accounting (75%)

1. Review and verify weekly employee timesheets in Ajera for accuracy and compliance.
2. Provide back up support for processing payroll.
3. Input third party payroll payables.
4. Processing payables payments via check or ACH based on pay when paid policy .
5. Reconcile credit card accounts.
6. Maintain Fixed Assets List.
7. Perform weekly filing of accounting records and related documentation.
8. Manage vehicle-related administration, including registration renewals, fuel account maintenance, and related documentation.
9. Reconcile monthly liability accounts.
10. Make recommendations on how to continue to automate process and procedures for the Accounting Department.
11. Additional duties as assigned.

1. Maintain, order and keep accurate electronic records of IT equipment inventory and ancillary supplies for staff and new hires.
2. Assist in maintaining updated electronic records of subscriptions, agreements, and utility logins.
3. Provide support for branding initiatives and related administrative tasks.
4. Review and assist with IT service requests and ensure timely follow-up.
5. Document polices, procedures and How-To-Guides for all internal administrative processes.
6. Make recommendations on how to continue to automate process and procedures for the Operations Department.
7. Additional duties as assigned.

1. Maintain accurate HR filing electronic systems and documentation.
2. Perform bi-weekly Paid Time Off (PTO) reconciliations between Ajera and Paycom to ensure accurate tracking.
3. Prepare onboarding packets for new hires and ensure readiness prior to start dates.
4. Print and distribute updated employee handbooks as needed.
5. Support Paycom administration by maintaining up-to-date HR forms, creating and tracking workflow requests for key features such as licensing and certifications and performance evaluations, maintain up-to-date job descriptions, managing the applicant tracking system, and assigning appropriate training tracks.
6. Make recommendations on how to continue to automate process and procedures for the Human Resources Department.
7. Additional duties as assigned.

Experience, Proficiencies, Skills and Certifications:

• • Accounting or Finance Degree preferred.
  • Proficiency in Microsoft Word, Excel, Outlook, and Adobe is required.
  • Two years of related accounting experience is required.
  • Experience with Third Party Payroll Provide, Deltek Ajera and Paycom a plus.
  • Experience with FAR Audit procedures a plus.
  • Ability to perform complicated reconciliations in Excel.
  • Ability to understand accrual accounting.
  • Ability to work with minimal supervision.
  • Ability to speak effectively with employees, managers and vendors.
  • Accurate data entry skills. Detail oriented and well organized.
  • Demonstrates initiative and thoroughness in researching and resolving issues.
  • Independent problem solving; Willingness to learn; Proactive and Positive attitude; Ability to multitask and follow instructions with detailed accuracy is critical.
  • Demonstrates initiative and thoroughness in researching and resolving issues.
  • Occasional work after hours may be required to meet deadlines.