SENIOR STAFF ACCOUNTANT

Position Summary

The Senior Staff Accountant owns day-to-day accounting for a high-volume, multi-channel retail business: daily transaction posting and reconciliation, the monthly close, multi-state tax and fee filings, payroll accounting, and year-end reporting. The position supervises two accounting clerks (Accounts Payable and Accounts Receivable), oversees the weekly accounts payable check run, and works independently with well-documented procedures.

Essential Duties and Responsibilities

May include the following. Other duties may be assigned.

Supervisory responsibilities

• Directly supervise the Accounts Payable Clerk and Accounts Receivable Clerk: assign and prioritize daily work, review output for accuracy and proper coding, and approve exceptions within authority.
• Train clerks on procedures and systems; maintain cross-training so clerk duties have coverage during absences.
• Provide input to management on clerk performance, scheduling, and process changes in accordance with company policies.

Daily accounting & reconciliation

• Monitor daily bank activity and research/report unrecognized transactions.
• Post and reconcile daily banking, deposit, and payment-processor activity; record customer payments and book the daily bank deposit.
• Reconcile e-commerce marketplace and payment processor settlements across multiple online sales channels, including fee analysis.
• Post vehicle sales transactions and lender loan fundings; reconcile DMV/registration fees with the outside processing service.
• Perform day-to-day accounting functions including full-cycle AP and AR: invoice matching and filing, vendor invoices and disbursements, daily invoices/credits, and cash receipt application.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper coding; ensure data integrity, consistency, and accuracy through proper application of accounting principles.

Accounts payable & disbursements

• Oversee the weekly accounts payable check run performed by the AP Clerk and serve as its backup processor; enter manual checks into bank positive pay.
• Process customer refunds, credit card disputes and chargebacks, and warranty/GAP policy cancellations, including related commission chargebacks.
• Monitor status of loans and accounts to ensure that payments are up to date.

Payroll accounting

• Record biweekly payroll journal entries, payroll accruals, and retirement plan funding entries from payroll provider reports across multiple states; reconcile payroll accounts.

Month-end close & financial reporting

• Own and complete the month-end close to a mid-month deadline, including journal entries, accruals, amortization and prepaid schedules, depreciation, and balancing of all clearing accounts.
• Reconcile all bank accounts monthly; conduct periodic reconciliations of all accounts, and research/resolve or report discrepancies found in records.
• Balance petty cash and safe/cash clearing accounts.
• Maintain fixed asset records, including asset creation, monthly depreciation, and reconciliation.
• Prepare and issue monthly financial statements and reports that require utilization of a wide range of sources.
• Maintain accounting records for related entities, including monthly activity and bank reconciliations in QuickBooks.

Tax, compliance & year-end

• Prepare and file multi-state sales tax returns and state environmental/recycle fee returns; reconcile filings to the sales tax engine and general ledger.
• Prepare the general ledger and year-end package for the outside CPA firm (financial statements, trial balance, supporting schedules); prepare and issue 1099s for multiple entities.
• Prepare and file annual business personal property tax statements.
• Support government and regulatory audits; maintain resale/tax-exemption certificate compliance.
• Comply with state and federal regulations.

General

• Write, maintain, and update SOPs (standard operating procedures); follow accounting policies and procedures.
• Maintain an orderly accounting filing system and absolute confidentiality of all company records.
• Provide clerical and administrative support to management as requested; perform duties as deemed appropriate by the management team.
• Other accounting AP/AR duties as assigned.