Nassau Chromium Plating Co., Inc.
POSITION DESCRIPTION
Position Title: Full Charge Bookkeeper/Administrative Assistant Department: Office
Classification: Technical Approved By:
REPORTING RELATIONSHIPS
Position Reports To: President, Nassau Chromium Plating Co., Inc.
Positions Supervised: None
POSITION PURPOSE
The Bookkeeper position is responsible for the accounting and human resource functions at Nassau Chromium Plating. This includes tracking and paying A/P accounts, recording and tracking A/R accounts, maintaining HR Records, processing new hires and resignations, payroll and statutory tax filings. Additionally, the Bookkeeper responsibilities includes production of monthly financial reports, maintenance of an adequate system of accounting records, and a comprehensive set of controls and budgets designed to efficiently operate the company and mitigate risk. This position is also responsible for the accuracy of the company's reported financial results and ensuring they reflect the appropriate financial performance of the company, and that all published information complies with generally accepted accounting principles. The scope of the position is also responsible for cash management and financial analysis with emphasis on conducting monthly variance analysis relative to approved budgets. The Bookkeeper will calculate a Fully Burdened Labor Rate for the operation and update the rate annually. Communications with senior staff and general management are to be fulfilled as required to assist and ensure the operational targets for throughput, On-Time Delivery and customer satisfaction meet company targets. The Bookkeeper will prepare a Weekly Flash Report and attend the Management meeting reporting on the Financial KPI’s for the operation.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
Job Duties:
Management
- Maintains and enforces a documented system of accounting policies and procedures.
- Maintains and enforces a documented system of human resource policies and procedures.
- Manages any outsourced functions.
- Oversee the operations of the accounting and human resources departments, including the design of an organizational structure adequate for achieving department goals and objectives.
- Chair Monthly Variance Analysis meeting.
- Working with the President, coordinate, participate and organize completion of annual operating budgets.
- Protects organization’s value by keeping information confidential.
Transactions
- Ensure that accounts payable are paid in a timely manner
- Ensure that all reasonable discounts are taken on accounts payable
- Ensure 3-way match for all purchases. PO, Invoice, Packing Slips must match to release any payable transaction.
- Ensure that customer invoices are entered into the ERP system, QuickBooks and that the A/R aging report accurately reflects the status of all open receivables.
- Set-up and maintain the TimeTrak system for all employees.
- Ensure payroll is completed in a timely manner
- Ensure statutory taxes are filed in a timely manner
- Ensure benefits such as insurances and 401K are properly transacted and paid timely.
- Ensure that monthly bank reconciliations are completed
- Ensure that required debt payments are made on a timely basis
- Maintain the chart of accounts
- Maintain an orderly accounting filing system
- Maintain a system of controls over accounting transactions
- Ensure that new hire forms are completed: Federal W-4, Relevant State W-4, I-9.
- Ensure that new hire has Employee Handbook, signs the Job Description.
- Ensure that reporting and remittances to American Funds for the Employee 401(k) plan is done in a timely manner.
- Ensure that the annual Nassau County ASIE reporting for all real estate properties is done in a timely manner.
- Ensure that the Directorate of Defense Trade Controls (DDTC/ITAR) registration is renewed annually in a timely manner.
- Ensure that the quarterly NY State Sales Tax is filed in a timely manner.
- Ensure that the Women Business Enterprise (WBE) certification is kept current.
- Ensure that the Real Estate Tax Assessment Reviews for all properties are done in a timely manner.
Reporting
- Issue timely and complete monthly financial statements
- Recommend Key Performance Indicators (KPI’s) against which to measure the performance of company operations
- Calculate and issue financial and operating metrics.
- Calculate and issue the Fully Burdened Labor Rate (FBLR) for the operation and update annually as part of the budgeting process.
- Manage the production of the annual budget and forecasts
- Calculate variances from the budget and report significant. issues to management
- Provide for a system of management cost reports
- Provide financial data as needed, in particular for capital investments, pricing decisions and contract negotiations.
Compliance
- Coordinate the provision of information to external auditors for the annual audit
- Monitor debt levels and compliance with debt covenants
- Comply with local, state, and federal government reporting requirements and tax filings
Other duties – Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
CORE COMPETENCIES:
1. Professionalism – Upholds organizational values, demonstrates sound business ethics, works with integrity and ethically in all situations, and treats others with respect and consideration at all times regardless of their status or position. Accepts responsibility for actions, reacts well under pressure, follows through on commitments, and demonstrates consistency between words and actions.
2. Diligence – Perseveres in accomplishing tasks or objectives and maintains a sense of urgency about getting results.
3. Develop Relationships – Builds and maintains relationships that incorporate cooperation, trust, and respect by devoting the appropriate time and energy to facilitate business transactions. Relates to others while building credibility and rapport, communicates in an honest and straightforward manner, and maintains networks.
4. Active Communications (Verbal, Written, Listening Skills) – Clearly expresses ideas, information, and concerns both verbally and in written format in both positive and negative situations. Actively listens, offers full attention when others speak, gives verbal and nonverbal cues of interest, asks questions for clarification, and paraphrases to ensure understanding. Ensures that people have the current and accurate information needed to complete assignments.
5. Attention to Detail – Completes work in a thorough and complete manner, provides detailed information, and tracks details at all times.
6. Composure – Maintains emotional control even under ambiguous or stressful circumstances, including unrealistic expectations, pressing time demands, frustrations, or interpersonal conflict, and continues performing steadily and effectively.
7. Responsiveness – Takes action to meet the needs of others, responds timely without supervision, and minimizes delay.
8. Productivity – Meets or exceeds productivity standards, completes work in timely manner, and strives to increase productivity.
9. Problem Solving and Decision Making – Able to identify problems, solve them, and show good judgement by isolating causes from symptoms, gathering information from a variety of sources, compiling information and solutions, involving others as appropriate, readily committing to action, and making decisions that reflect sound judgment.
10. Safety – Ensures a safe working environment for employees by following safety policies and procedures under all circumstances, and reporting potentially unsafe conditions.
11. Results Oriented – Maintains an appropriate focus on short- and long-term goals, outcomes, and accomplishments, conveys a sense of urgency to make things happen, and displays a sense of urgency about getting results. Motivated by achievement and persist until the goal is reached.
PERFORMANCE MEASUREMENTS
1. Participate and prepare Budget for approval. Solicit department inputs, prepare and present Annual Budget – by month and total year – for approval by December 1st .
2. Prepare monthly financial package, including results for current month and year-to-date, comparison of both results to prior year if available and to Budget. Analysis to include any corrective action necessary to ensure performance to budget and results presented to management by the 5th business of the month.
3. Project cash needs for the operations on a weekly basis using the 8 Week Cash Flow Forecast tool. Present the forecast data to President by 10 AM each Tuesday.
4. Maintain all Human Resources paperwork in compliance with Federal, State and Local requirements.
5. Complete payroll weekly and file required taxes for all Federal, State and Local jurisdictions.
QUALIFICATIONS
Education/Certification: Bachelor’s degree in Accounting or Business Administration or equivalent work experience.
required knowledge: Certified Management Accountant designation preferred.
Ability to use all office and related software packages employed by Nassau Chromium including Email, Word, Excel, PowerPoint, Visual Shop, QuickBooks.
Evidence of the practice of a high level of confidentiality.
Possesses outstanding communications, interpersonal and leadership skills.
Ability to be a critical thinker, multi-task and possess strong analytical skills.
EXPERIENCE REQUIRED: Ten years or more of related experience required.
Pay: $25.00 - $27.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Paid time off
- Vision insurance
Work Location: In person
