THE ROLE
The Accountant is the steward of Alyce’s financial health. This is a hands-on, one-person function: you own receivables, payables, payroll, human resources administration, and the month-end close. You are the person who makes sure the company’s money is handled with precision, integrity, and care.
We are looking for someone who runs this function as if it were their own business — curious, meticulous, discreet, and proactive. You will work closely with the CEO and with every department, and you will hold information that requires the highest level of professionalism and confidentiality.
If you take pride in accuracy, find satisfaction in a clean reconciliation, and believe that the details are where excellence lives, this role is for you.
HUMAN RESOURCES
Approximately 15 minutes every two weeks
GOAL: Maintain consistent, professional employee relations; ensure payroll is accurate and paid on time.
1. Perform bi-weekly payroll entries in Paylocity; verify payroll is accurate; release payroll on Tuesday.
2. Fund 401k contributions in Fidelity within one day after Paylocity files are provided.
3. Record payroll accruals into QuickBooks within one day after payroll funding, bi-monthly.
4. Ensure the PTO calendar is accurate for each pay period and year to year.
5. Ensure all taxes are accurately filed by Paylocity.
6. Ensure HR compliance with state regulations; liaise with IDES as necessary.
7. Onboard new staff with required paperwork, as needed.
8. Liaise with health insurance brokers to inform staff of any changes to benefits.
9. Maintain secure files online and in cabinets.
ACCOUNTS RECEIVABLE
Approximately 4-6 hours each day — the highest daily time priority
GOAL: Ensure the company secures payment for goods in a timely manner, with accurate collection and recording of data.
10. Precise daily posting of receivables to AS400 that ties out perfectly in both daily batch receipts and the month-end batch journal.
11. Daily remote deposit to the bank.
12. Daily recording and reconciliation of checks, credit cards, e-checks, wires, refunds, and CODs; ensure all are properly coded transactions.
13. Properly allocate and split coded receivables.
14. Process credit cards accurately with proper codes for approved outgoing shipments; follow up on declined cards to minimize same-day voids.
15. File daily invoices and credit card receipts.
16. Update each account’s receivables status every business day — credit to invoice, reversals, and so on.
17. Prepare chargebacks for unauthorized deductions from payments, or NSF fees.
18. Adjust customer balances, applying credit memos to corresponding invoices.
19. Issue credit memos or write-offs with the proper GL code in AS400 so monthly sales are reflected accurately, and future commissions are clawed back from the sales team where discrepancies exist.
20. Reconcile customer and any contra accounts.
21. Request payment on short payments or unearned discounts taken on remittance.
22. Email distributors to bill and record their monthly royalty fees no later than 4 days after the prior month-end has been completed.
23. Research and resolve discrepancies in a manner in line with Alyce’s standards.
24. Adjust the uncollectible receivables reserve on a monthly basis.
25. Request and maintain resale tax numbers for customers.
26. Record daily journal entries into QuickBooks.
27. Maintain an easily accessible and orderly filing system.
ACCOUNTS PAYABLE
Approximately 5–25 payments per week
GOAL: Complete payments on time, reconcile accounts monthly, and control expenses as if it were your own bank account.
28. Proactively and consistently collect, organize, schedule, and enter properly coded accounts payable invoices; release payment by the due date unless notified otherwise.
29. Collect two signatures for approval on each bill — the person ordering the invoice or department supervisor, and the CEO. Never process payment for an unapproved invoice.
30. Ensure collection of royalty receivables.
31. Negotiate the best possible terms for Alyce on each outgoing invoice; avoid late penalties.
32. Set up payments for release; schedule wires, print and mail checks or ACH.
33. Maintain a spreadsheet of international vendor banking information.
34. Ensure all international vendor bills are entered and updated accurately.
CREDIT MANAGEMENT
Approximately 4-8 hours per week
GOAL: Protect Alyce by actively managing credit risk and pursuing collections gracefully and persistently.
35. Actively pursue collections, working accounts as they age and keeping balances current.
36. Manage COD accounts and confirm payment before release where required.
37. Put accounts into collections in a timely manner after exhausting attempts to collect.
38. Liaise with the collections agency.
39. Periodically monitor creditworthiness on new, delinquent, or suspicious accounts to protect Alyce; update trade and financial references yearly or more, as needed.
40. Ensure credit applications and RMAs on new and existing accounts are up to date, accurate, and protect the company.
41. Process new credit applications according to Alyce standards, as needed.
MONTH-END CLOSE
Approximately 8 hours per month
GOAL: Deliver consistent, on-time month-end closes in accordance with documented company procedures.
42. Run the AS400 month-end procedure on the mornings of the first and second business days of each month.
43. Print and file monthly statements in an organized manner, easily accessible by the CEO.
44. Calculate month-end entries from AS400 using documented closing procedures: invoice register tied out to month-end reports; cash and credit batch reconciliation; royalty balances; commission statements calculated and scheduled for release; bank balances reconciled per the General Ledger; inventory accounts adjusted (dress inventory, prepaid duty, samples); prepaid and accrued expenses adjusted; master aging report monitored; freight net account; and reconciliation of miscellaneous, fabric sales, deposits, samples, and extra charges.
45. Confirm the gross margin report ties out duty, freight, roll-ups, COGS, and revenue.
46. Run and distribute financials.
47. Record any tie-outs, roll-ups, or entries provided by the outside CPA as needed.
FINANCIAL CONTROLS
GOAL: Operate within Alyce’s financial controls so that no funds move without proper authorization.
48. Follow the two-signature approval requirement on every payable, with CEO sign-off, without exception.
49. Set up wire transfers for the CEO or owner to transmit; never transmit wires independently.
50. Never make any payment against a loan or financing instrument — principal, interest, scheduled, or early — without the CEO’s written, per-payment authorization.
51. Prepare a monthly debt service summary for the CEO covering all loan balances, payments made, and upcoming payments.
52. Hold system and banking access only at the level the role requires; never self-assign elevated or administrator access.
53. Surface any financial discrepancy, error, or irregularity immediately — disclosure is required, not optional.
WHY THIS MATTERS
The Accounting Manager handles the company’s money and its most sensitive information. The controls above exist to protect the company, to protect you, and to ensure the CEO has complete visibility into Alyce’s financial position at all times. Full detail is provided in the Financial Controls and Authorization Policy, which is signed as part of onboarding.
COOPERATION & CONTINUOUS IMPROVEMENT
GOAL: Cooperate with the CEO and every department effectively, and leave the function better than you found it.
54. Document best-practice processes where no written procedures exist; keep accurate digital files.
55. Become thoroughly familiar with company computer and operating systems.
56. Provide administrative support to the CEO as needed.
57. Coordinate and oversee the annual physical inventory count at the slowest time, with the least inventory on hand.
58. Liaise with IT to ensure compliance with best practices.
59. Help out in other areas when the team is short-handed, in the spirit of Alyce’s collaborative culture.
60. Proactively keep this role current — update this list and file it digitally as the function evolves.
61. Annually review company compliance with each regulatory agency.
62. Work toward integrating AS400 with QuickBooks.
WHO THRIVES IN THIS ROLE
You are precise, discreet, and proactive. You hold superior standards and never settle for ‘close enough’ on a reconciliation.
You understand that confidentiality is the foundation of trust, and you treat sensitive information as something to be protected, never shared.
You run your function like your own company — you think ahead, you flag problems before they grow, and you bring solutions, not just problems.
You are a team player who contributes to Alyce’s quirky, hardworking family, and you take genuine pride in keeping the financial heart of the company healthy.
Job Type: Full-time
Pay: $30.00 - $36.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Tuition reimbursement
Application Question(s):
- Which sounds more fun: color code vendor files OR alphabetize the phone book?
Experience:
- Accounts receivable: 8 years (Required)
Ability to Commute:
- Addison, IL 60101 (Required)
Work Location: In person
