Job Description

Utilicast is seeking an experienced and detail-oriented Accounting Manager to join our operations team. This is a high-visibility role responsible for the accuracy, compliance, and timeliness of payroll for 200+ employees across 30+ states, oversight of our outsourced payroll provider, management of all accounts payable functions, and preparation of monthly journal entries.

The successful candidate will serve as the company's internal subject-matter expert and primary point of contact for payroll administration, working closely with our third-party payroll provider to ensure accurate and timely payroll processing and compliance with applicable federal, state, and local payroll tax requirements.

In addition to payroll oversight, this position will be responsible for accounts payable, payroll-related accounting, monthly journal entries, account reconciliations, and other general accounting functions. The position is well suited for an experienced accounting professional who enjoys both operational accounting and process improvement.

Key Responsibilities

Payroll & Multi-State Payroll Compliance

• Serve as the primary point of contact and oversight for our third-party payroll provider, ensuring accurate and timely processing of payroll for 200+ employees across 30+ states
• Review payroll registers prior to processing to ensure accuracy of wages, deductions, benefits, bonuses, reimbursements, and other payroll activity.
• Monitor and oversee the payroll provider's administration of federal, state, and local payroll tax filings, deposits, and reporting.
• Ensure payroll tax obligations are properly calculated, filed, and remitted on a timely basis.
• Monitor state and local payroll tax requirements and identify potential compliance issues.
• Review and reconcile payroll tax liabilities and related general ledger accounts.
• Oversee year-end payroll processes, including W-2s and applicable state and local reporting.
• Oversee employee deductions and employer contributions related to 401(k), health insurance, and other benefit programs.
• Review and reconcile 401(k) contributions and ensure timely funding and accurate reporting.
• Investigate and resolve payroll discrepancies and employee payroll issues in coordination with HR and the payroll provider.
• Maintain appropriate payroll documentation and controls.
• Work with the payroll provider to resolve tax notices, filing discrepancies, amended returns, and other compliance matters.

Accounts Payable

• Oversee the company's accounts payable process from invoice receipt through payment.
• Ensure invoices are properly coded, approved, and recorded in accordance with company policies and accounting principles.
• Review vendor invoices and payment activity for accuracy and completeness.
• Monitor vendor accounts and resolve discrepancies.
• Manage payment schedules and ensure vendors are paid accurately and timely.
• Maintain appropriate controls and documentation surrounding accounts payable.
• Assist with vendor setup and maintenance and ensure appropriate authorization procedures are followed.
• Reconcile AP subledger activity to the general ledger.

General Accounting & Month-End Close

• Prepare and post appropriate monthly journal entries, including payroll, benefits, accruals, prepaid expenses, and other recurring or adjusting entries.
• Prepare account reconciliations and investigate unusual or unexplained variances.
• Assist with the monthly, quarterly, and annual financial close processes.
• Maintain accurate general ledger records in accordance with GAAP.
• Review payroll-related and AP-related balance sheet accounts.
• Prepare supporting schedules and documentation for financial reporting.
• Support the Finance Director with financial analysis, reporting, budgeting, and other accounting projects as needed.
• Assist with annual audit and tax-related requests by providing accurate supporting schedules and documentation.
• Help maintain and strengthen internal accounting controls and procedures.

Process Improvement & Accounting Operations

• Identify opportunities to improve accounting, payroll, AP, and financial reporting processes.
• Work with payroll, HR, and accounting systems to improve the flow of information and reduce manual processes.
• Assist with system implementations, upgrades, integrations, and automation initiatives.
• Ensure accounting processes are scalable as the organization grows.

Qualifications

Required

• Bachelor's degree in Accounting, Finance, or a related field.
• Minimum of 3 years of progressive accounting experience.
• Demonstrated experience with payroll accounting and/or payroll administration.
• Experience working with multi-state payroll and payroll tax requirements.
• Strong working knowledge of GAAP.
• Experience preparing journal entries and account reconciliations.
• Experience with accounts payable processes.
• Strong proficiency with Microsoft Excel.
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and accuracy.
• Ability to manage confidential payroll and employee information with discretion.
• Ability to meet recurring deadlines in a fast-paced environment.
• Strong written and verbal communication skills.

Preferred

• Experience managing or overseeing a third-party payroll provider.
• Experience with federal, state, and local payroll tax compliance.
• Experience with 401(k) administration and reconciliation.
• Previous experience as an Accounting Manager, Assistant Controller, Senior Accountant, Payroll Manager, or similar role.

Equal Opportunity

We are an equal opportunity employer. We are committed to providing a workplace free from discrimination and harassment and to considering qualified candidates based on their skills, experience, qualifications, and ability to perform the essential functions of the position.

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