The Accounting Manager is the travel center’s full-charge bookkeeper and is responsible for the complete accounting cycle. This is a hands-on position requiring demonstrated experience independently maintaining accurate books, reconciling complex high-volume activity, closing each month on time, and producing reliable financial information for management, KTEDC leadership, the Board, and external accountants or auditors.
The successful candidate must understand accounting—not merely data entry—and must be able to explain account balances, trace transactions from source systems through the general ledger, identify errors, obtain missing support, make properly documented corrections, and maintain written procedures that allow the accounting function to operate consistently.
Essential Responsibilities
1. Complete Accounting Cycle and General Ledger
· Own daily transaction processing, accounts payable, accounts receivable, cash receipts, deposits, payroll accounting, journal entries, accruals, prepaid expenses, fixed assets, liabilities, inventory-related accounts, and month-end close.
· Maintain a complete and accurate chart of accounts and ensure transactions are assigned to the correct company, department, account, and reporting period.
· Prepare, review, and retain support for recurring, adjusting, reclassification, and correcting journal entries. Entries must resolve an identified accounting issue and may not be used simply to force records to balance.
· Maintain schedules supporting balance-sheet accounts, including cash, receivables, payables, inventory, prepaid assets, deposits, fixed assets, accumulated depreciation, payroll liabilities, sales-tax or other obligations, debt, and clearing accounts.
· Review unusual balances and variances, research discrepancies to their source, make timely corrections, and communicate material concerns to management.
2. SSCS and QuickBooks Integration
· Understand and monitor the daily general journal entry imported from SSCS into QuickBooks Online, including every general-ledger account affected and its relationship to fuel, store, deli, fleet-card, cash, credit-card, inventory, and other operating activity.
· Verify that imports are complete, accurate, posted once, recorded in the proper period, and mapped to the correct accounts and departments.
· Identify missing, duplicate, incomplete, or incorrectly mapped imports; determine how SSCS corrections affect QuickBooks Online; and prepare supported adjustments when required.
· Reconcile SSCS daily reports and source activity to QuickBooks Online and bank deposits rather than assuming imported entries are correct.
3. Cash, Bank, Credit-Card, and Clearing Reconciliations
· Reconcile every bank, credit-card, merchant-processing, cash, deposit, and clearing account monthly, with high-risk or high-volume activity reviewed more frequently as needed.
· Match daily sales and deposit activity to the bank and general ledger, identify shortages, overages, timing differences, missing deposits, duplicate postings, fees, and unresolved items, and promptly escalate significant exceptions.
· Maintain a reconciliation schedule showing the account, responsible person, period completed, outstanding items, resolution owner, and completion date.
· Ensure reconciliations are current, independently supportable, and available for review by management, the Board, CPA, and auditors.
4. Fleet-Card and Fuel Vendor Accounting
· Maintain a complete profile for every fleet-card, fuel, and settlement vendor, including legal/vendor name, account or merchant number, portal access, contact information, reporting process, settlement schedule, fees, discounts, and escalation contact.
· Reconcile each fleet-card settlement by matching sales or fuel activity, the vendor settlement report, identifiable fees/discounts/deductions, the bank deposit, and the amount recorded in QuickBooks Online.
· Obtain missing settlement reports or other documentation directly from the appropriate vendor, track open requests, follow up, and provide support needed to complete reconciliations.
· Analyze fuel gallons, costs, sales, margins, discounts, and related vendor or carbon-credit adjustments for reasonableness and report unexplained variances.
5. Accounts Payable, Receivables, and Documentation
· Process invoices and payments accurately and timely, verify approval and supporting documentation, avoid duplicate payments, and maintain vendor records and account numbers.
· Identify missing invoices and documents, connect each transaction to the proper vendor, request replacements, track requests through resolution, and maintain an organized audit trail.
· Monitor receivables and vendor credits, research aged or unusual balances, and follow up promptly.
· Maintain complete electronic or paper files that allow another qualified person to reproduce and understand each material transaction and reconciliation.
6. Payroll Accounting
· Import ADP payroll activity into QuickBooks Online immediately following each payroll cycle and verify wages, employer taxes, employee deductions, cash, liabilities, and departmental allocations.
· Reconcile payroll registers and tax reports to the general ledger and payroll liability accounts; investigate missing or duplicate imports and clear discrepancies promptly.
· Coordinate with payroll, human resources, and management to obtain needed reports and correct errors without allowing unposted payroll activity to accumulate.
7. Asset, Expense, Inventory, and Department Classification
· Correctly distinguish among operating expenses, prepaid expenses, retainers and deposits, repairs, capital improvements, equipment and other fixed assets, inventory, accounts receivable, accounts payable, and other liabilities.
· Apply the capitalization policy; maintain the fixed-asset register; record additions, disposals, and depreciation; and retain purchase and ownership documentation.
· Prevent equipment, retainers, or other assets from being posted to unrelated operating accounts and ensure departmental reporting—particularly fuel, store, and deli activity—is not distorted by miscoding.
· Reconcile inventory-related general-ledger accounts to SSCS and available physical counts or inventory reports; investigate shrinkage, margin changes, and unexplained differences.
8. Month-End Close and Financial Reporting
· Maintain and follow a written month-end close checklist and accounting calendar with clear daily, weekly, monthly, quarterly, and annual deadlines.
· Complete reconciliations, record accruals and adjustments, review balance-sheet accounts, and close the books within the deadline established by management.
· Prepare accurate balance sheets, profit-and-loss statements, departmental reports, cash-flow information, budget-to-actual comparisons, and supporting schedules.
· Explain financial results and significant variances in plain language, including the effect of corrections on net income, assets, liabilities, cash, inventory, and department profitability.
· Provide complete and timely information for management reporting, Board and General Council reporting, tax preparation, audits, financing, and regulatory requirements.
9. Internal Controls, Audit Readiness, and Coordination
· Follow and help strengthen controls over cash, deposits, vendor setup, disbursements, journal entries, system access, inventory, and financial close.
· Protect confidential employee, vendor, banking, and Tribal enterprise information and maintain appropriate separation of duties.
· Cooperate with the CPA, auditors, management, and KTEDC leadership; provide requested schedules and documents; understand proposed corrections; and ensure approved entries are recorded.
· Escalate suspected loss, fraud, material error, missing deposits, control failures, or unresolved discrepancies immediately in accordance with policy.
10. Ownership, Organization, and Problem-Solving
· Prioritize core accounting responsibilities so payroll imports, deposits, fleet settlements, invoices, reconciliations, and month-end closing are not repeatedly postponed.
· When unfamiliar with a process, clearly define the question, research it, seek targeted guidance, take notes, develop or update written procedures, apply the training, and demonstrate independent completion.
· Maintain an organized list of open discrepancies, missing records, responsible contacts, follow-up dates, and expected resolution dates.
· Communicate early when a deadline or accurate financial reporting is at risk and propose a specific corrective action and completion date.
· Cross-train a designated backup and maintain current procedures for critical SSCS, QuickBooks, ADP, fleet-card, deposit, reconciliation, and close processes.
Required Qualifications
· Demonstrated prior experience as a full-charge bookkeeper, accounting manager, senior accountant, or comparable role with independent responsibility for the complete accounting cycle.
· At least five years of progressively responsible bookkeeping or accounting experience; high-volume retail, convenience store, fuel, hospitality, grocery, or similar multi-department experience is strongly preferred.
· Proven ability to independently complete bank and balance-sheet reconciliations, prepare journal entries, close monthly books, and produce accurate financial statements.
· Strong working knowledge of accrual accounting, assets and liabilities, prepaid expenses, fixed assets and depreciation, inventory accounting, payroll liabilities, clearing accounts, and departmental coding.
· Advanced proficiency with QuickBooks Online and Microsoft Excel, including reconciliations, data review, formulas, lookups, pivot tables, and organized supporting schedules.
· Ability to learn and analyze SSCS or a comparable point-of-sale/back-office system and to reconcile integrated system data to the general ledger and bank.
· Demonstrated attention to detail, time management, professional judgment, confidentiality, follow-through, and the ability to explain accounting work clearly.
· Ability to pass any required background, reference, and employment-verification checks.
Preferred Qualifications
· Associate or bachelor’s degree in accounting, finance, business, or a closely related field; substantial directly relevant full-charge experience may be considered in place of a degree.
· Experience with SSCS, ADP, fuel accounting, fleet-card settlements, merchant processing, inventory, and multi-department retail reporting.
· Experience supporting external audits, CPA review, Tribal enterprise reporting, Board reporting, or regulated business operations.
· Knowledge of internal controls and fraud-risk indicators in cash-intensive retail operations.
Required Competencies
· Accounting ownership: Can independently complete, explain, and support the work—not merely enter information or rely on another person to finish it.
· Analytical judgment: Traces discrepancies to source records and understands how corrections affect the balance sheet, profit-and-loss statement, cash, and departmental results.
· Accuracy and documentation: Produces work that is timely, reviewable, supported, and reproducible.
· Initiative and follow-through: Actively obtains missing information, seeks focused training when necessary, and completes corrective action promptly.
· Planning and prioritization: Uses an accounting calendar and keeps recurring responsibilities current while managing special requests.
· Communication: Raises material concerns early and explains both the issue and the proposed resolution clearly and professionally.
Measures of Successful Performance
· All payroll and daily system imports are complete, accurate, timely, and supported.
· All bank, fleet-card, merchant, cash, credit-card, clearing, payroll, inventory, asset, and liability accounts are reconciled within established deadlines, with old items actively resolved.
· Monthly financial statements are issued by management’s deadline and are materially accurate, explainable, and supported by reconciliations and schedules.
· Missing invoices, reports, deposits, and settlement support are tracked to resolution; unexplained journal entries or unsupported balancing adjustments do not occur.
· Assets, prepaid items, inventory, liabilities, and departmental expenses are classified correctly and the fixed-asset register is current.
· Written procedures and the accounting calendar remain current, and the role can operate without ongoing dependence on an outside person to perform routine bookkeeping duties.
Candidate Selection Expectations
Finalists should be prepared to describe examples of independently closing monthly books, correcting a reconciliation problem, analyzing a system import, accounting for a prepaid item or equipment purchase, and reconciling a merchant or fleet-card settlement. Crater Lake Junction Travel Center may use a practical skills assessment involving sample source documents, account classification, reconciliation review, journal-entry preparation, and explanation of financial-statement effects.
Work Environment and Other Requirements
· Regular on-site work in a busy travel-center environment, with periodic interaction with store, deli, fuel, management, vendors, CPA, auditors, and KTEDC leadership.
· Ability to work at a computer for extended periods and occasionally lift or move accounting files or office supplies consistent with applicable accommodation requirements.
· Some additional hours may be necessary during month-end, year-end, audit, tax, or special reporting periods.
· Duties may be adjusted as business needs evolve, but responsibility for accurate, timely, independently supportable accounting remains fundamental to the position.
Equal Employment Opportunity and Preference
Crater Lake Junction Travel Center (CLJTC) is committed to lawful and fair employment practices. Any applicable Tribal and/or Native American preference will be administered in accordance with CLJTC policy
and applicable law. Reasonable accommodations will be considered for qualified individuals with disabilities.
Acknowledgment
This job description communicates the position’s primary responsibilities and performance expectations. It is not an employment contract and does not limit management’s ability to assign related duties consistent with the role.
Pay: $28.79 - $33.65 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
