Bookkeeper / Staff Accountant

About the Role

Key Responsibilities

Accounts Payable

• Enter and process vendor bills and expenses.
• Review vendor statements and resolve discrepancies.
• Maintain accurate vendor records.
• Prepare payments for review and approval.
• Ensure expenses are coded correctly to the appropriate accounts and business entities.
• Reconcile vendor accounts as necessary.

Accounts Receivable & Collections

• Monitor outstanding customer balances.
• Follow up on overdue invoices and assist with collections.
• Apply customer payments accurately.
• Reconcile customer accounts and resolve payment discrepancies.
• Produce regular accounts receivable aging reports for management.

Invoicing

• Support the preparation and processing of customer invoices.
• Verify supporting documentation and billing information.
• Work with operations to resolve billing discrepancies.
• Ensure completed work is invoiced accurately and promptly.

Fuel, Driver & Credit Card Reconciliation

• Collect, organize and reconcile fuel receipts and driver expenses.
• Reconcile fuel-card transactions against receipts and company records.
• Reconcile company credit cards and employee purchasing cards.
• Identify missing documentation or unusual transactions and follow up with employees and drivers.
• Maintain organized electronic supporting documentation.

Payroll

• Prepare and process payroll information.
• Review employee hours, deductions and payroll-related records.
• Coordinate payroll changes with management.
• Reconcile payroll reports to the general ledger.
• Maintain accurate payroll documentation.

Trucking Taxes & Compliance Accounting

• Assist with preparation and reconciliation of:
  • IFTA reporting
  • New York HUT
  • Connecticut HUT
  • Fuel-tax records
  • Mileage and fuel documentation
• Maintain supporting records required for filings and audits.
• Coordinate with operations and outside providers where appropriate.

Insurance & Administrative Support

• Assist with routine insurance-related accounting and administrative matters.
• Maintain insurance invoices, certificates and supporting documentation.
• Help research billing discrepancies and insurance-related charges.
• Assist management with documentation relating to claims, renewals and audits when required.

Bank & Balance Sheet Reconciliations

• Perform monthly bank reconciliations.
• Reconcile credit cards, fuel cards and other balance-sheet accounts.
• Investigate and correct discrepancies.
• Maintain supporting reconciliation schedules.

Month-End Close

• Assist with and ultimately take ownership of assigned portions of the monthly close process.
• Prepare recurring and adjusting journal entries.
• Reconcile general ledger accounts.
• Assist with accruals and prepaid expenses.
• Maintain fixed-asset and equipment schedules where appropriate.
• Review accounts for unusual or incorrectly classified transactions.
• Ensure accounting records are complete and properly supported before month-end reporting.
• Work with finance leadership and the fractional CFO to continually improve closing procedures and financial controls.

General Accounting & Administration

• Maintain accurate and organized accounting records.
• Assist with equipment loans, leases and financing records.
• Support intercompany transactions and reconciliations where required.
• Assist with financial documentation requested by lenders, insurance providers, auditors and other third parties.
• Help improve accounting procedures and internal controls as the organization grows.
• Perform other bookkeeping and accounting-related responsibilities as required.

Qualifications

• Minimum 3–5 years of hands-on bookkeeping or accounting experience.
• Strong experience with accounts payable and accounts receivable.
• Experience performing bank and credit-card reconciliations.
• Experience with payroll processing and reconciliation.
• Working knowledge of the general ledger and month-end close process.
• Comfortable preparing basic journal entries.
• Strong understanding of debits, credits and account classifications.
• Experience working with QuickBooks or comparable accounting software.
• Strong Excel skills.
• Excellent organizational skills and attention to detail.
• Ability to manage a high volume of transactions and supporting documentation.
• Comfortable following up with employees, vendors and customers to obtain missing information.
• Able to work independently while communicating clearly with management.

Preferred Experience

• Trucking, transportation, freight brokerage or logistics accounting experience.
• Experience with IFTA, HUT or other transportation-related tax reporting.
• Experience reconciling fuel cards or fleet expenses.
• Experience working with multiple related business entities.
• Experience assisting with a formal monthly financial close.
• Familiarity with equipment loans, leases and fixed assets.

What We're Looking For

Compensation