Accounting & Human Resources Assistant

The Accounting & Human Resources Assistant provides comprehensive support to the Accounting and Administration departments by performing a variety of clerical, reporting, and compliance tasks. This role is responsible for maintaining accurate records, preparing reports, assisting with government filings, and supporting departmental projects to ensure smooth and efficient operations.

ESSENTIAL FUNCTIONS

• Human Resources: Process payroll and reporting, maintain employee records, manage onboarding/offboarding, coordinate benefits enrollment, and schedule training and safety programs.
• Accounting: Assist with sales tax reporting, monitor credit card transactions, process cash receipts and bank reconciliations, and maintain VERTEX tax system.
• Administrative Support: Provide assistance for special projects across Accounting, Human Resources, and leadership.

CORE RESPONSIBILITIES

Accounting & Finance

• Cash Management: Post daily cash receipts (checks, wires, ACH) and assist with ACH vendor/customer payments; monitor bank activity as needed.
• Accounts Payable: Enter UPS invoices weekly; process monthly fleet fuel and Verizon bills; submit Positive Pay after check runs.
• Credit Card Oversight: Monitor weekly credit card expenses, ensure receipts are recorded, reconcile monthly statements.
• Expense Processing: Review weekly per diem and reimbursement requests for accuracy.
• Tax Compliance: Enter sales tax exemption certificates; prepare sales tax returns as backup; assist with annual W-2, 1099, and 1096 filings.
• Audit Support: Assist with annual audits and reporting as requested.

Payroll & Employee Records

• Payroll Administration: Process bi-weekly payroll, review timecards, ensure approvals, enter reimbursements/deductions, and distribute payroll reports.
• Mileage & Year-End Tasks: Record personal mileage bi-annually for W-2s; assist with annual filings.

Human Resources

• Onboarding & Offboarding: Manage employee setup and system termination, including benefits enrollment and training.
• Training Coordination: Assign onboarding training and bi-annual safety training (January & July).
• Employee Records: Maintain records, employment updates, and position changes; coordinate IT help desk requests.
• Benefits Administration: Coordinate annual open enrollment (August–October).
• Employee Engagement: Track monthly evaluations; send birthday and work anniversary notices to GM.

Fleet & Safety

• Fleet Management: Maintain monthly Enterprise Fleet records, process invoices, coordinate with vendors, and manage Samsara safety reporting/training.
• ISN Compliance: Perform monthly ISN reviews and annual reporting.
• Coordinate Safety training, newsletter, and support safety initiatives.

General Administrative Support

• Maintain phone/contact lists.
• Order office supplies and company swag as needed.
• Perform other tasks as assigned.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.
• Minimum of two years of experience in Human Resources, Accounts Payable, and/or related administrative support roles.
• Demonstrated ability to handle sensitive and confidential information with discretion.