Senior Bookkeeper & Payroll Administrator

Position Summary

The Senior Bookkeeper & Payroll Administrator is responsible for overseeing the organization's day-to-day accounting functions, payroll processing, financial recordkeeping, and administrative financial operations. This position ensures the accuracy and integrity of financial data while maintaining compliance with federal, state, local, and company policies.

The ideal candidate is highly organized, detail-oriented, and experienced in full-cycle bookkeeping, payroll administration, accounts payable and receivable, bank reconciliations, financial reporting, and general office administration. This individual serves as a key member of the finance team and works closely with executive leadership, Human Resources, project managers, and external accountants.

This position requires exceptional confidentiality, professionalism, analytical thinking, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Accounting & Bookkeeping

• Perform full-cycle bookkeeping for multiple business units within the organization.
• Maintain the General Ledger and Chart of Accounts.
• Record and reconcile daily financial transactions.
• Prepare monthly, quarterly, and annual financial statements.
• Perform month-end and year-end closing activities.
• Prepare journal entries and adjusting entries.
• Reconcile all bank accounts, credit cards, loans, and other financial accounts.
• Maintain fixed asset schedules and depreciation records.
• Monitor company cash flow and prepare cash forecasting reports.
• Assist leadership with budgeting and financial planning.
• Work directly with external CPAs during annual audits and tax preparation.

Accounts Payable

• Assist with processing vendor invoices accurately and timely.
• Match purchase orders, invoices, and receiving documentation.
• Schedule vendor payments.
• Maintain vendor files and W-9 documentation.
• Process 1099 reporting.
• Resolve vendor billing discrepancies.
• Negotiate payment terms when appropriate.
• Monitor recurring expenses and subscriptions.

Accounts Receivable

• Generate customer invoices.
• Monitor customer accounts.
• Apply customer payments.
• Track aging reports.
• Perform collections professionally.
• Resolve billing issues.
• Maintain customer credit information.
• Assist project managers with billing documentation.

Payroll Administration

• Process weekly, bi-weekly, semi-monthly, or monthly payroll accurately and on schedule.
• Maintain employee payroll records.
• Calculate wages, overtime, bonuses, commissions, and prevailing wage requirements when applicable.
• Process garnishments, child support orders, tax levies, and other payroll deductions.
• Ensure payroll tax compliance.
• File payroll tax reports.
• Coordinate payroll with HR regarding new hires, terminations, promotions, and employee changes.
• Maintain PTO, sick leave, vacation, and holiday balances.
• Prepare W-2s and other year-end payroll reporting.
• Reconcile payroll accounts.
• Ensure confidentiality of employee payroll information.

Human Resources Support

• Assist with employee onboarding documentation.
• Maintain employee personnel files.
• Process benefits enrollment changes.
• Coordinate payroll deductions for benefits.
• Maintain employment records.
• Assist with workers' compensation reporting.
• Support unemployment claims documentation.
• Assist with compliance reporting.

Financial Reporting

• Prepare monthly management reports.
• Prepare profit and loss statements.
• Prepare balance sheets.
• Prepare cash flow reports.
• Prepare job costing reports.
• Prepare departmental expense reports.
• Monitor budget variances.
• Assist leadership with financial analysis.
• Create dashboards and KPI reporting.

Project Accounting

• Track project costs.
• Monitor labor allocations.
• Maintain construction job costing.
• Track subcontractor expenses.
• Process certified payroll when required.
• Assist with grant reporting.
• Maintain project budgets.
• Support contract billing.
• Monitor project profitability.

Administrative Responsibilities

• Maintain financial filing systems.
• Organize electronic financial records.
• Prepare executive reports.
• Coordinate insurance renewals.
• Assist with business licensing renewals.
• Manage vendor contracts.
• Support office administration.
• Assist executive leadership with special projects.
• Coordinate document retention policies.

Compliance

• Maintain confidentiality of all financial records.
• Ensure compliance with company financial policies.
• Maintain compliance with federal, state, Tribal, and local regulations.
• Assist with internal audits.
• Maintain internal financial controls.
• Recommend improvements to accounting processes.
• Support cybersecurity policies related to financial information.
• Maintain compliance with payroll regulations.
• Assist with government reporting requirements.

Required Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 5 years of progressively responsible bookkeeping, accounting, and payroll administration experience.
• Demonstrated experience performing full-cycle bookkeeping, including accounts payable, accounts receivable, bank reconciliations, general ledger maintenance, and month-end/year-end closing.
• Proficiency with QuickBooks Online is required, including company setup, chart of accounts management, payroll processing, financial reporting, bank reconciliations, budgeting, and job costing.
• Experience using BambooHR is preferred, including employee onboarding, time-off management, employee records, payroll coordination, benefits administration, and HR reporting.
• Experience processing payroll for multiple employees while ensuring compliance with federal, state, and local payroll tax regulations.
• Strong understanding of Generally Accepted Accounting Principles (GAAP).
• Experience preparing monthly financial statements, management reports, and supporting annual tax preparation and financial audits.
• Advanced proficiency with Microsoft Excel, including formulas, pivot tables, lookups, and financial reporting.
• Excellent organizational, analytical, and problem-solving skills with exceptional attention to detail.
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  Ability to maintain the highest level of confidentiality while handling sensitive financial and employee information.
• 
  Excellent written and verbal communication skills with the ability to work collaboratively across departments.
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  Ability to prioritize multiple deadlines and work independently in a fast-paced environment.

Preferred Qualifications

• Certified Bookkeeper (CB), Certified Payroll Professional (CPP), or similar professional certification.
• Experience in construction accounting, project costing, and job costing.
• Experience working with government contracts, Tribal organizations, grants, or federally funded projects.
• Experience with certified payroll and prevailing wage reporting.
• Experience managing multi-company or multi-entity accounting environments.
• Familiarity with expense management platforms, banking portals, and electronic payment systems.
• Experience supporting audits and implementing accounting process improvements.

Technical Skills

Experience with one or more of the following:

• QuickBooks Online
• Microsoft Excel (advanced)
• Microsoft Office Suite
• Microsoft Teams
• Adobe Acrobat Pro
• Fyle/ Sage
• Banking and treasury management systems

Key Competencies

• Financial Accuracy
• Analytical Thinking
• Problem Solving
• Integrity
• Confidentiality
• Attention to Detail
• Customer Service
• Time Management
• Leadership
• Team Collaboration
• Initiative
• Professional Judgment
• Adaptability
• Process Improvement
• Communication Skills

Compensation

Employment Type: Full-Time

Compensation: Competitive salary based on experience and qualifications.

Benefits May Include:

• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Paid Holidays
• Professional Development Assistance
• Certification Reimbursement
• Employee Assistance Program
• Company Laptop and Mobile Phone Reimbursement (if applicable)

Success Measures

The successful Senior Bookkeeper & Payroll Administrator will:

• Maintain 99.9% payroll accuracy.
• Complete monthly financial close within established deadlines.
• Ensure timely payment of vendors and accurate customer invoicing.
• Produce accurate financial reports for executive leadership.
• Maintain compliance with all payroll tax and reporting requirements.
• Support clean audit results with minimal findings.
• Continuously improve accounting processes, internal controls, and operational efficiency while providing exceptional service to employees, vendors, clients, and leadership.