Accountant /

Payroll AdministratorSalary:

$85,000 - $105,000 AnnuallyPosition SummaryA well-established company is seeking a highly organized, detail-oriented, and experienced Accountant / Payroll Administrator to join its team in Virginia. This full-time position is responsible for day-to-day accounting operations, payroll administration, financial recordkeeping, and administrative support functions.

The successful candidate will play a critical role in maintaining accurate financial records, ensuring payroll compliance, supporting management with financial reporting, and contributing to the overall financial and operational health of the organization.

The ideal candidate will possess strong accounting knowledge, payroll expertise, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced business environment. Experience with Accounts Receivable, Accounts Payable, general ledger maintenance, payroll processing, fixed assets, financial reporting, and bookkeeping is essential.

Essential Duties and ResponsibilitiesAccounting and Financial ManagementPerform full-cycle accounting functions, including Accounts Receivable (AR), Accounts Payable (AP), payroll accounting, purchasing, sales accounting, inventory adjustments, and general ledger maintenance.

Maintain accurate and timely financial records in accordance with company policies and generally accepted accounting principles (GAAP).Reconcile bank accounts, credit card statements, vendor accounts, customer accounts, and other balance sheet accounts on a regular basis.

Prepare and post journal entries, adjusting entries, accruals, and account reconciliations.

Assist with month-end and year-end closing procedures, ensuring all financial transactions are properly recorded and documented.

Review, audit, and verify accounting transactions to ensure accuracy, completeness, and compliance with internal controls.

Assist in preparing financial reports and provide analysis to management regarding company performance, cash flow, expenses, receivables, and payables.

Monitor outstanding receivables and assist with collection efforts to improve cash flow and reduce delinquent accounts.

Review customer and vendor accounts to resolve discrepancies and maintain accurate account balances.

Assist in budgeting, forecasting, and financial planning activities as directed by management.

Support internal and external audits by preparing schedules, reports, and supporting documentation.

Train and oversee bookkeepers and CSRs as needed.

Payroll AdministrationProcess bi-weekly payroll accurately and on schedule while maintaining strict confidentiality.

Maintain employee payroll records, earnings, deductions, garnishments, benefits, tax withholdings, and direct deposit information.

Review employee time records for accuracy and compliance with company policies.

Ensure payroll transactions are properly recorded and reconciled within the accounting system.

Prepare and submit payroll tax filings and reports in compliance with federal, state, and local regulations.

Coordinate payroll-related benefits administration, including retirement plans, insurance deductions, and other employee benefit programs.

Respond to employee payroll inquiries and resolve payroll discrepancies in a timely and professional manner.

Maintain compliance with wage and hour laws, payroll regulations, and record retention requirements.

Assist with year-end payroll processing, including W-2 preparation and related reporting requirements.

Assist with HR benefit administration as needed.

Manage 401(k) administration.

Accounts Receivable and Accounts PayableSet up customer accounts and contracts.

Prepare and issue customer invoices accurately and timely.

Monitor customer accounts, process payments, and apply cash receipts.

Investigate and resolve billing discrepancies and customer account issues.

Manage vendor invoices, verify approvals, and process payments according to company procedures.

Maintain vendor records and ensure timely payment of obligations.

Assist with credit applications, payment arrangements, and account reviews.

Customer Service and Business SupportProvide professional customer service by responding to inquiries, resolving account issues, and maintaining positive customer relationships.

Assist customers with account information, billing questions, payment options, and service-related concerns.

Communicate with customers and maintain customer accounts regarding overdue balances and payment arrangements in accordance with company guidelines.

Provide collections support.

Support business development initiatives through account reviews, customer outreach, and service recommendations.

Prepare proposals, quotes, reports, and correspondence as requested.

Maintain accurate customer, vendor, payroll, and accounting records.

Administrative and Office SupportPrepare, review, process, and maintain contracts, invoices, payroll records, financial documents, and other business records.

Create and maintain spreadsheets, reports, databases, and tracking systems using Microsoft Excel and other business software.

Support management with special projects, operational reporting, and administrative functions.

Maintain organized filing systems and ensure confidentiality of all financial and personnel records.

Perform additional accounting, payroll, administrative, and operational duties as assigned.

QualificationsRequired Qualifications:

• Bachelor's degree in Accounting or a related field.
• Minimum of 5 years of accounting role at another firm.
• Demonstrated experience processing payroll and maintaining payroll records.
• Experience with accounts receivable, accounts payable, accounting reconciliations, general ledger, fixed assets, end of month close.
• Experience with banking requirements.
• Proficiency with QuickBooks, Cyma, Microsoft Dynamics or similar accounting software.
• Strong knowledge of advanced Microsoft Excel functions, import/export functions, formulas, reporting, and data analysis.
• Understanding of payroll tax requirements and employment-related reporting.
• Ability to maintain strict confidentiality regarding employee and company financial information.

Preferred Qualifications:

• Auditing or Tax functions at a CPA firm or equivalent
• Experience in fuel distribution, petroleum, transportation, wholesale, or related industries.
• Advanced QuickBooks/Microsoft Dynamics experience.
• Financial trading including hedging
• Experience with financial reporting, budgeting, and audit support.
• Knowledge of federal and state payroll and tax compliance requirements. Core Competencies
• Accounting and Financial Reporting
• Payroll Processing and Compliance
• Accounts Receivable and Accounts Payable Management
• General Ledger Accounting
• Bank and Account Reconciliations
• Fixed Asset and Depreciation accounting
• Financial Analysis and Problem Solving
• Business Acumen
• Customer Service Excellence
• Communication Skills (Written and Verbal)
• Organizational and Time Management Skills
• Attention to Detail and Accuracy
• Absolute Confidentiality and Professionalism
• Technical Proficiency
• Results-Oriented Mindset Work ScheduleThis is a full-time position. Average 50 hrs weekly Monday through Friday typically. Weekend work as needed to fulfill obligations of the job based on business needs. Benefits
• Affordable Family Health Insurance
• Profit Sharing
• 401(k) with Company Match
• Paid Holidays
• Paid Time Off (PTO)
• Vacation
• Sick Leave
• Medical Leave
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance