Staff Accountant

CALICHE NOW LLC STAFF ACCOUNTANT

Department: Finance & Accounting Reports To: Chief Financial Officer (CFO)

POSITION SUMMARY

The Staff Accountant is responsible for maintaining accurate financial records, managing accounts payable, performing bank reconciliations, supporting sales tax compliance, recording loan payments, and ensuring the accuracy and integrity of company accounting data in QuickBooks.

This position works closely with Finance, Dispatch, Operations, vendors, and contractors to ensure financial transactions are properly verified, documented, processed, and reconciled.

The Staff Accountant plays a key role in maintaining financial accuracy, resolving discrepancies, improving accounting processes, and supporting the company's financial operations.

KEY RESPONSIBILITIES

1. Accounts Payable & Invoice Verification

• Review and verify incoming invoices for accuracy, completeness, and supporting documentation.
• Ensure contractors provide accurate purchase order (PO) numbers.
• Cross-check invoices against CRM records, scale reports, tickets, and operational documentation.
• Verify quantities, rates, job details, and charges before processing invoices.
• Identify duplicate invoices, incorrect charges, and billing discrepancies.
• Enter approved invoices into QuickBooks and assign appropriate accounting classifications.
• Prepare bills for payment according to established schedules and approval procedures.

2. Invoice Discrepancy Resolution

• Coordinate with Dispatch to investigate and resolve billing discrepancies.
• Identify the source of invoice errors and communicate necessary corrections.
• Verify adjustments against actual work performed and supporting records.
• Follow up on outstanding discrepancies until fully resolved.
• Maintain documentation of invoice corrections and resolutions.

3. Bank Reconciliations

• Perform monthly bank reconciliations for company accounts.
• Match bank transactions against QuickBooks records.
• Identify and investigate missing, duplicated, or incorrectly recorded transactions.
• Reconcile deposits, withdrawals, transfers, and outstanding payments.
• Ensure accounting balances accurately reflect bank statements.
• Report unresolved discrepancies to the CFO.

4. Sales Tax Management

• Track and reconcile sales tax collected and payable.
• Verify proper sales tax classifications in QuickBooks.
• Prepare sales tax reports and supporting documentation.
• Assist with sales tax filings and payments to ensure compliance with applicable requirements.
• Identify and correct sales tax discrepancies.
• Maintain organized records of sales tax transactions and liabilities.

5. Loan Accounting & Payment Recording

• Record company loan payments accurately in QuickBooks.
• Allocate payments between principal, interest, and applicable fees.
• Reconcile outstanding loan balances against lender statements.
• Maintain accurate loan payment histories and supporting documentation.
• Monitor scheduled loan payments and identify discrepancies.
• Coordinate with the CFO regarding loan accounting adjustments.

6. QuickBooks Administration & Data Cleanup

• Maintain accurate and organized accounting records in QuickBooks.
• Review and correct duplicate, incomplete, or improperly categorized transactions.
• Perform ongoing cleanup of historical accounting data.
• Review account balances, vendor records, and transaction classifications.
• Assist with maintaining and organizing the chart of accounts.
• Investigate and resolve inconsistencies affecting financial reporting.
• Ensure transactions are properly documented and assigned to the correct accounts.
• Support the continuous improvement of accounting data accuracy and reliability.

7. Purchase Order Management

• Generate and issue purchase order numbers for authorized company purchases.
• Provide PO numbers to William and Dulce for operational purchases, including material blasts and ticket books.
• Maintain accurate purchase order records.
• Verify purchase orders against invoices and supporting documentation.
• Ensure purchase transactions are properly recorded and traceable.

8. Vendor & Contractor Relations

• Serve as a point of contact for vendors and contractors regarding invoices, corrections, and payment inquiries.
• Investigate and resolve billing disputes promptly.
• Request missing documentation and corrected invoices.
• Maintain professional relationships with vendors and contractors.
• Follow up on outstanding payment issues until resolved.

9. Accounting Records & Documentation

• Maintain complete and organized records of invoices, purchase orders, permits, payments, and financial transactions.
• Ensure financial documentation is properly filed and accessible.
• Track pending corrections, missing documentation, and unresolved accounting matters.
• Support financial reviews, audits, and month-end closing activities.
• Maintain confidentiality of company financial information.

10. Financial Reporting & Internal Coordination

• Assist the CFO with account reconciliations and financial reporting.
• Collaborate with Finance, Dispatch, and Operations to maintain accurate financial information.
• Identify recurring accounting errors and recommend process improvements.
• Report unusual transactions, inconsistencies, and potential financial discrepancies.
• Assist with month-end closing procedures and financial record verification.
• Perform additional accounting-related responsibilities as assigned by the CFO.

REQUIRED SKILLS & QUALIFICATIONS

• Experience in accounting, bookkeeping, or a related financial position.
• Strong proficiency in QuickBooks and Microsoft Excel.
• Experience performing bank reconciliations and processing accounts payable.
• Understanding of sales tax accounting and reporting.
• Knowledge of loan accounting and payment allocation.
• Strong attention to detail and organizational skills.
• Ability to identify and resolve accounting discrepancies.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Understanding of general accounting principles.
• Experience in transportation, construction, or aggregate operations preferred.

KEY PERFORMANCE INDICATORS (KPIs)

Performance will be evaluated based on:

Accounting Accuracy

• Accuracy and completeness of financial transactions recorded in QuickBooks.
• Reduction of duplicate, incorrect, and improperly categorized transactions.

Bank Reconciliations

• Timely completion of monthly reconciliations.
• Accuracy of reconciled balances and resolution of discrepancies.

Accounts Payable

• Accuracy of invoice verification and processing.
• Timely preparation of approved invoices for payment.
• Reduction of recurring billing discrepancies.

Sales Tax Compliance

• Accuracy of sales tax records and reconciliations.
• Timely preparation of sales tax documentation.

Loan Accounting

• Accurate recording of principal, interest, and loan payments.
• Reconciliation of loan balances against lender statements.

QuickBooks Data Integrity

• Continuous improvement in accounting data quality.
• Timely resolution of historical discrepancies and outstanding cleanup items.

Task Completion & Accountability

• Timely completion of assigned accounting responsibilities.
• Effective coordination with internal departments and external vendors.
• Consistent follow-through until outstanding matters are fully resolved.

POSITION OBJECTIVE

To ensure the accuracy, completeness, and reliability of Caliche Now LLC's financial records through effective accounting practices, timely reconciliations, accurate transaction processing, proper documentation, and continuous improvement of financial data integrity.

The Staff Accountant is expected to proactively identify discrepancies, maintain organized accounting records, and support the CFO in ensuring efficient and reliable financial operations.

Pay: $70,000.00 - $85,000.00 per year

Work Location: In person