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Position: Controller

Reports To: President

Direct Reports: Accounting Staff (2 direct), financial oversight of up to 6 additional office personnel

Role Intent Statement (Important)

This job description reflects the current scope of responsibilities historically performed by one individual. The company recognizes that this breadth of duties may not represent a best-practice long-term structure. The Controller is expected to assess current responsibilities, identify risks or inefficiencies, and recommend appropriate redistribution of duties, including additional staffing, outsourcing, or system improvements.

Position Summary

The Controller is responsible for the oversight, execution, and integrity of all financial and administrative operations of the company. This position currently encompasses accounting, finance, payroll, tax, HR/Benefits administration, compliance reporting, and selected IT and systems administration responsibilities.

The Controller will inherit a broad, hands-on role reflecting the duties historically performed by a single individual. A key expectation of this position is not only to perform these duties, but to evaluate the structure, risks, and efficiency of the workload and recommend or implement improvements, including redistribution of duties, process changes, outside support, or additional staffing where appropriate.

Key Responsibilities

1. Financial Operations & Accounting Oversight

• Oversee all day-to-day accounting operations, including general ledger, accounts receivable, accounts payable, payroll accounting, inventory accounting, and cash management
• Ensure accurate processing of customer billings, sales transactions, credit memos, and refunds
• Oversee accounts receivable aging, customer credit review, collections activity, and coordination of legal action related to delinquent accounts
• Review and approve vendor invoices, ensure proper expense coding, and confirm timely payment
• Manage purchase clearing and inventory clearing accounts, including reconciliation between purchasing, receiving, inventory, and payables
• Maintain and review inventory valuation, inventory reconciliations, and supporting documentation
• Ensure integrity and accuracy of all journal entries, account reconciliations, and supporting schedules
• Establish, maintain, and document accounting policies and internal controls

2. Financial Reporting & Analysis

• Prepare and review monthly, quarterly, and annual financial statements in accordance with GAAP
• Produce management reports, historical financial analysis, and variance analysis for executive leadership
• Analyze margins, labor rates, costing methodologies, and operational KPIs
• Provide financial insight to support pricing decisions, operational improvements, and strategic planning
• Ensure timely close of accounting periods and accuracy of historical financial records
• Respond to information requests from leadership, lenders, insurers, auditors, and government agencies

3. Cash, Banking & Treasury Management

• Manage daily cash activity, including bank balances, deposits, disbursements, and cash forecasting
• Oversee banking relationships, treasury platforms, and remote deposit systems
• Ensure proper segregation of duties and controls related to cash handling
• Monitor compliance with loan covenants, guarantees, and banking documentation
• Coordinate with leadership on liquidity planning and capital needs

4. Payroll & Human Resources Administration

• Oversee payroll processing, payroll reconciliations, and payroll tax compliance
• Maintain personnel files in compliance with state and federal regulations
• Administer employee onboarding and terminations, including required state and federal reporting
• Serve as administrator for E-Verify and I-9 compliance under DHS guidelines
• Coordinate drug screening administration for new hires and required testing
• Respond to wage requests, unemployment claims, audits, and hearings
• Support management with guidance related to hiring, terminations, and employment compliance

Expectation: The Controller will evaluate the current payroll and HR workload and determine whether duties should remain centralized, be partially delegated, or supported by an HR/payroll clerk.

5. Benefits & Retirement Plan Administration

• Administer company health, dental, life, flexible benefits, and HSA plans
• Manage employee enrollments, terminations, and life-event changes
• Reconcile monthly benefit invoices to payroll deductions
• Administer COBRA notifications and ERISA documentation
• Serve as plan administrator for the company 401(k) plan, including:

6. Tax Compliance & Regulatory Reporting

• Oversee preparation, review, and submission of all federal, state, and local tax filings
• Manage payroll tax filings and reconciliations
• Coordinate multi-state registrations, annual reports, franchise taxes, and compliance filings
• Manage estimated tax payments and tax accruals
• Serve as primary liaison with external CPAs and auditors
• Prepare schedules, reconciliations, and PBC items for compilation-level reviews and income tax preparation
• Monitor changes in tax law and assess impact on the company

7. Insurance, Risk & Compliance Administration

• Coordinate annual insurance renewals, questionnaires, and audits
• Administer workers’ compensation programs and claims coordination
• Review vendor insurance certificates and ensure compliance with company requirements
• Maintain compliance with cyber insurance requirements, including MFA and system controls
• Serve as point of contact for insurers, brokers, and risk consultants

8. International Trade & Logistics Oversight

• Oversee accounting and documentation related to international freight
• Manage import bonds and customs-related financial requirements
• Review international trade terms, freight invoices, and supporting documentation
• Ensure compliance with contractual and financial obligations related to international activity

9. Information Systems & IT Coordination

• Act as internal administrator or coordinator for key business systems, including:
• Accounting and data servers
• Email and VOIP phone systems
• Backup and disaster recovery systems
• Firewall, spam filtering, and cybersecurity monitoring
• Coordinate with outside IT consultants and vendors
• Ensure nightly backups, system monitoring, and access controls are properly maintained
• Maintain administrative user access, MFA systems, and system documentation

Expectation: The Company is expected to assess IT responsibilities and determine which duties should remain internal versus outsourced or transitioned to dedicated IT support.

10. Leadership, Oversight & Continuous Improvement

• Directly supervise accounting personnel and review work output
• Review financial and administrative work performed by other office staff
• Train staff on accounting procedures, controls, and compliance expectations
• Identify operational risks, inefficiencies, and control gaps
• Recommend and implement process improvements, system upgrades, and staffing changes
• Serve as a trusted financial and administrative advisor to executive leadership

Required Qualifications

• CPA or CMA designation
• 7+ years of progressive accounting and financial management experience
• Strong knowledge of GAAP, internal controls, payroll, inventory accounting, and financial reporting
• Experience in multi-state operations and regulatory compliance
• Ability to manage complex workloads and competing priorities

Preferred Qualifications

• CPA or CMA designation
• Experience in distribution, manufacturing, or project-based environments
• Experience overseeing HR, benefits, and administrative functions
• Experience evaluating and redesigning finance or administrative organizations