Controller

Orion Telescopes and Binoculars - Santa Cruz, CA (30+ days ago)


Responsible for all aspects of the Accounting Department. Provide accurate and timely accounting information, supervise accounts payable, accounts receivable & collection, fraud prevention, budgeting, cash flow management, payroll & profit sharing, and fixed assets functions.

Essential Job Functions:
1. ACCOUNTING

Accounts Payable:
Assumes overall responsibility for all aspects of the accounts payable function including but not limited to the following
Audit import vendor wire requests and review import inventory receipt activity
Compile and execute foreign and US currency wires weekly, or as needed
Reconcile prepaid import spreadsheet
Review account coding of all invoices
Review consistent "month costs incurred" rules, with special attention to Catalog Costs and other prepaid accounts
Track repetitive monthly expenses
Timely payment of all open invoices, as well as royalty, lease & loan payments
Overview preparation of all manual checks
Review Inventory Purchases Reconciliation
Perform month-end and year-end accounts payable closing process
Review of all other accounts payable processing

Accounts Receivable & Collections:
Assumes overall responsibility for all aspects of the accounts receivable function including but not limited to the following:
Collection for both retail and wholesale accounts, including analyzing AR Aging for past-due accounts, coordinate collection efforts, and negotiate payment arrangements
Effectively manage the cash application and deductions resolution process for Amazon A/R
Effectively manage the retail installment billing and layaway programs and their related billings and collections
Review compiled credit information for new and existing wholesale accounts
Establish and maintain wholesale credit limits, including A/R insurance program for named accounts
Review Closed AR and New Credit transactions
Research and properly resolve account discrepancies
Verify incoming wire transfers from foreign dealers
Review of all other accounts receivable processing

Payroll:
Assumes primary responsibility for performing all aspects of the ADP payroll function including but not limited to the following:
Preparation of salary/hourly payroll processing
Review of timecards
Audit paid leave entries against authorized Request for Absence forms
Maintain Authorized Deduction forms for dependent insurance, 401K deferrals and loans
Compile and issue manual paychecks for terminations and payroll adjustments
Distribute monthly payroll recap data to department heads
Respond to EDD claims for unemployment and state disability
Confirm timely filing of payroll tax deposits, and quarterly and annual tax returns by ADP
Perform bi-weekly payroll closing processes
Maintain payroll documentation and journal files
Review of all other payroll processing

401k Plan:
Assumes primary responsibility for performing all aspects of the plan function including but not limited to the following:
Compile 401k deferral, match and loan information following each payroll
Monitor deferral and match ceilings as per corporate guidelines and IRS legislation
Fund each employee 401k account bi-weekly, either through wire or forfeiture account
Reconcile plan account monthly
Periodically review Trustee database of plan participants' profiles (status, birth dates, etc.)
Process periodic and year-end Non Discrimination Testing through the Trustee
Maintain plan documentation and Trustee relationships
Review of all other profit sharing plan processing

Budgeting:
Acquire input documents from the President and provide multi-round draft budgets until finalized
Create initial payroll worksheet for management review
Review entries for completeness, prepare variance analysis against prior year actuals and submit for review process
Provide timely feedback of Actual vs Budget data to management with appropriate notation and explanation of variances

Fixed Assets:
Assumes primary responsibility for maintaining fixed asset module (FAS) including but not limited to the following:
Review additions and disposals of assets, including basis, life and method
Year-end maintenance to assign SEC 179 Bonus valuation to assets, calculate depreciation, print
reports, and reconcile to GL
Year-end close process for fixed asset module
Review of all other fixed asset processing

General Accounting:
Assumes primary responsibility for all general accounting functions including but not limited to the following:
Analysis and reconciliation of general ledger accounts
Maintenance of general ledger working papers
Preparation of month-end financial statements
Preparation of bank account reconciliations
Responsible for daily maintenance of cash balances for all cash accounts
Maintenance of cash flow projections on a monthly basis, or as needed
Maintain liquidity report on a monthly basis
Payment of monthly sales tax deposits and quarterly income tax deposits
Responsible for preparation of quarterly sales tax returns, annual property tax statements and other regulatory City/State/Federal returns, censuses, and filings
Maintain relationship with CPAs (Auditors and Tax Preparers) in regards to annual physical inventory, audits, and other accounting matters
Review annually prepared corporate income tax returns for completeness and accuracy
Maintain banking documentation and branch relationships
Responsible for maintenance of accounting archive records
Responsible for administering of commercial general & auto, and workers' compensation insurance packages
Attend weekly management and accounting meetings as requested
Provide accounting assistance, analysis and/or research for special projects as needed

Cash Flow

Bank Reporting
Serve as the day-to-day primary contact for the banks
Create and submit monthly borrowing base reporting to the bank
Supervise daily cash transfers among key accounts
Corporate and Orion Reporting
Supervise daily, weekly and monthly cash reporting
Prepare and analyze 12 month rolling cash flow forecast (monthly)

Insurance

Identify and analyze Corporate's and Orion's insurance needs
Identify potential insurance carriers and make recommendations re the best fit
Make recommendations to the President re annual insurance renewal potential changes
Serve as primary contact with insurance companies

Tax and Audit

Identify and analyze Corporate's and Orion's tax and audit needs
Identify potential tax and audit providers and make recommendations re the best fit
Make recommendations to the President re annual tax and audit renewal potential changes
Serve as primary contact with tax and audit companies
Ensure that all taxes are correctly calculated and remitted on-time to the respective tax authorities (Federal, State, County, City, foreign VAT, etc.).

Corporate

Provide quarterly Corporate consolidated P&L, Balance Sheet, Cash Flow and Shareholder Equity/Debt reporting
Provide annual budgeting support for the corporate level activities
Manage the shareholder equity and debt tracking and reporting process
Provide reporting and budgetary follow up with the respective Corporate investors finance departments

2. FRAUD PREVENTION

Lead company efforts to improve its overall fraud protection processes and results and adapt to the changing fraud environment
Establish, monitor and keep updated the fraud rules, processes, and SOPs
Actively manage and train the team to meet its performance goals
Develop fluency in the AVS/Fraud processes, rules and SOP
Serve as level 2 back-up (ex. Order surge, holiday season, vacation coverage, short-staffed, etc.)
Meet or exceed key metric goals and distribute weekly report on key fraud metrics
Audit Lexis-Nexis access and performance

3. MANAGEMENT:
Identify, develop, promote and retain a highly effective department
Assume primary responsibility for the supervision, training, development, assistance and back-up to the AR Clerk, Fraud Clerk(s), and AP Accountant positions
Develop and cultivate intracompany credibility for the department
Partner with and provide financial and accounting expertise and support to the management team

4. PROCESS REEGINEERING & SYSTEMS INTEGRATION:
Identify, analyze and implement specific small, medium and large workflow and cost savings improvements within the department and larger company
Work closely with other managers to "take out" work across departments
Implement specific IT systems upgrades that will provide workflow improvements and cost savings

Department Manager Responsibilities:
1. Staff Accountability (if or when staff assigned):
Providing staff with clear objectives and accountabilities
Supervision of staff
Training of staff
Monitoring, evaluating and recording staff performance
Communication of policies and procedures
Appropriating hiring and termination
Scheduling of staff
Safety of staff and others

2. Communications:
Hold department meetings on a regular basis
Effectively communicate with others, both inside and outside the company
Appropriate record keeping
Seek out and learn from past experiences in the company records

3. Achievement:
Achieve his/her objectives and accountabilities
Actively initiate and be involved in change for the purpose of continuous improvement
Establish and maintain procedures
Provide required planning

4. Fiscal Accountability:
Responsible for expenses incurred by staff
Perform his/her responsibilities economically and in accordance with the budget
Represent the best interests of the company

5. Lead by Example:
Set an example by which others in the company may be guided

Critical Skills/Expertise: (Needed specifically for this position)

Ability to perform multitude of accounting tasks consistently and accurately.
Ability to supervise and train supporting staff.
Ability to research and communicate results on accounting, computer and tax issues.
Ability to meet and maintain deadlines.

Job Standards: (Minimum qualifications needed to perform essential job functions)

Ability to speak, read and write English
Five to seven years of supervisory experience managing an accounting department, in a position of increasing responsibility; or public accounting experience
Must be computer literate and proficient in computer spreadsheet packages
Prior experience in general ledger, financial statement preparation, and tax return (payroll, sales, property) preparation
Completion of B.S. with emphasis in Accounting or Finance. Masters Degree with Accounting, Business Administration, Finance or Taxation emphasis, and/or C.P.A./C.M.A desired, but not required

Non-Essential Functions:
May be assigned other tasks as needed to accomplish the goals of the department and company.