Financial Operations Manager

Job Description:

As the Financial Operations Manager, you'll take charge of managing the financial operations of our fast-growing Women-Owned Small Business (WOSB), actively engaged in both government contracting and commercial sector activities. This role is pivotal, focusing primarily on government contracting (GovCon) accounting, tax compliance, and regulatory requirements. You'll handle various responsibilities, including financial record-keeping, meticulous data analysis, and administrative assistance, ensuring precise and streamlined processing of financial transactions across both sectors. We're seeking an ideal candidate with experience in DCAA, FAR, and CAS compliance, program management, corporate and individual income tax, payroll tax, unemployment tax, audit readiness, bookkeeping, reconciliations, data analysis, indirect rate calculations, and other related areas. Moreover, you'll be accountable for preparing monthly, quarterly, and year-end financial reporting and statements, adhering to management and lender requirements (US GAAP). Your role also involves maintaining quality control over financial transactions and reporting, as well as coordinating the financial month-end close cycle, vital for supporting the growth and success of our WOSB in both government contracting and commercial ventures.

Primary Responsibilities:

Accounts Payable and Receivable:

• Process vendor invoices and expense reports promptly.
• Reconcile vendor statements, resolve discrepancies, and maintain proper documentation.
• Maintain accurate records of payables.
• Implement controls to prevent fraudulent payments.
• Generate and issue accurate and timely invoices to customers or clients.
• Monitor and follow up on outstanding receivables, collaborating with other departments as necessary.
• Reconcile customer accounts and address billing discrepancies.

Payroll Processing and Administration:

• Utilize ADP to process bi-weekly payroll, ensuring accuracy and compliance with relevant regulations.
• Verify time and attendance records, resolve discrepancies, and address employee payroll inquiries.
• Process Retirement Contribution Submission after payroll run.
• Ensure compliance with tax regulations and employee benefits.
• Manage payroll tax and unemployment tax filings.
• Handle payroll-related inquiries and issues.

Contract Billing and Administration:

• Generate accurate and timely invoices for government contracts.
• Ensure billing complies with contract terms and conditions.
• Address inquiries related to contract billing.
• Familiarity with Provisional Billing Rates, Cost Plus Fixed Fee Contracts, Firm Fixed Price (FFP) Contracts, and Time & Materials (T&M) Contracts.

Financial Reporting:

• Prepare and distribute regular financial statements (income statements, balance sheets, cash flow statements) in accordance with US GAAP.
• Conduct variance analysis and provide insights into financial performance.
• Prepare revenue accruals and other adjusting journal entries.
• Assist in the preparation of budget and cash flow forecasting.
• Generate financial reports for internal management and external customers.
• Prepares, maintains, and presents monthly, quarterly, and annual financial statements.
• Prepares, maintains, and presents year-end audit working papers, financial statements, and notes to the financial statements.
• Maintain organized and up-to-date financial records and documentation.

Audit Assistance and Compliance:

• Assist with audits by providing necessary documentation and explanations, ensuring compliance with DCAA, FAR, and CAS regulations.
• Maintain internal controls and ensure audit readiness.
• Familiarity with Defense Contract Audit Agency (DCAA) requirements.

Bookkeeping and Reconciliations:

• Maintain system of accounts and keep books and records on all company transactions and assets.
• Coordinate the financial month-end close cycle, including sub-ledger validation (A/R, A/P, and Fixed Assets), balance sheet reconciliations, and financial statement preparation.

Project Financial Management:

• Monitor project cash flows and reconcile project results to financial model.
• Prepare monthly journal entries related to project accounting.
• Assist in financial modeling and treasury management.

General Ledger Maintenance:

• Record financial transactions accurately in the general ledger.
• Ensure accuracy and completeness of ledger entries.
• Reconcile and analyze accounts to ensure the integrity of financial data.

Qualifications:

Technical Skills:

• Proficiency in using financial software and tools, specifically ADP for payroll processing and Unanet for project accounting (Mandatory).
• Familiarity with other accounting software is a plus.
• Strong skills in data entry, financial record-keeping, reconciliation.
• Journal Entries (Accounting)
• Month-End, Quarter-End, Year-End Close Process
• Microsoft Excel
• Full cycle Accounts Payable & Receivable

Educational Background:

• Bachelor’s degree in accounting, Finance, or a related field; additional education in GovCon accounting is a plus.

Professional Experience:

• Proven experience in financial operations, preferably in a government contracting environment.
• A minimum of 3-5 years of experience in financial management or accounting roles.
• Experience with DCAA, FAR, and CAS compliance, and familiarity with government contracting regulations.
• Experience using specific financial software such as ADP and Unanet is required.

Attributes:

• Strong attention to detail and accuracy in processing financial transactions.
• Good organizational skills and effective time management to meet deadlines.
• Effective time management to meet deadlines for payroll processing, financial reporting, and other responsibilities.
• Excellent verbal and written communication skills to communicate information clearly.
• Strong analytical and problem-solving skills to address discrepancies, resolve issues, and contribute to process improvement.
• Ability to handle payroll-related inquiries and resolve discrepancies.
• Ability to work collaboratively within the finance team and across departments.
• Cooperative attitude in supporting team goals and achieving overall financial objectives.

Understanding of Accounting Principles:

• Solid understanding of US GAAP and government contracting accounting principles.
• Knowledge of financial regulations, compliance standards, and best practices.

Audit Assistance:

• Experience in assisting with audits and maintaining internal controls.
• Knowledge of internal controls to maintain compliance with company policies and accounting standards.

Citizenship and Security Clearance:

• Must be a U.S. Citizen and may need to hold or qualify for a security clearance depending on the employer and industry.