Accountant & Admin

Description

Power Drive Supply LLC is hiring an Accountant & Administrator in Helena, Montana. Working with the PDS Controller, you will keep daily accounting, payroll, and business administration accurate, organized, and on schedule. This role offers variety and ownership for someone who enjoys solving problems, managing recurring deadlines, and helping a small finance team run smoothly.

• Prepare journal entries, account reconciliations, and month-end schedules; support fixed assets, accruals, prepaid expenses, and year-end requests.
• Process accounts payable, maintain vendor records and W-9s, reconcile statements, prepare approved payments, and support 1099 reporting.
• Prepare customer invoices and credits, apply payments, review receivables, and follow up on past-due balances.
• Process or coordinate payroll and maintain accurate, confidential employee records, onboarding, offboarding, and routine employee changes.
• Coordinate assigned benefits, workers’ compensation, unemployment, licensing, registration, and insurance documentation.
• Keep business records organized, track administrative deadlines, and communicate discrepancies or risks to the Controller early.

The PDS Accountant & Administrator is the primary transactional accounting and administrative support seat for Power Drive Supply LLC. The role maintains accurate accounting records, executes AP and AR processes, administers payroll and routine HR activities, supports month-end close, and keeps essential business records organized. The position is intentionally broad because PDS operates with a lean administrative structure.

Maintain accurate daily accounting records and complete assigned close activities so the Controller can close the books efficiently.

Measurables: Assigned reconciliations and schedules completed by deadline; transactions posted accurately; unreconciled items and errors resolved or escalated promptly.

• Prepare routine journal entries, account reconciliations, and month-end schedules.
• Maintain supporting documentation for balance-sheet and income-statement accounts.
• Assist with fixed assets, prepaid expenses, accruals, deposits, and other recurring accounting activity.
• Support the Controller with reporting, research, and year-end requests.

Process vendor obligations accurately and maintain complete vendor records.

Measurables: Invoices entered timely; coding accuracy maintained; duplicate payments avoided; vendor statements reconciled; approved payments processed by due date.

• Receive, review, code, and enter vendor invoices with appropriate supporting documentation and approvals.
• Maintain vendor records, W-9s, payment information, and statement reconciliations.
• Prepare payment runs and resolve invoice, receiving, pricing, or vendor discrepancies.
• Support 1099 preparation and other vendor-related reporting.

Maintain accurate customer receivables and support timely cash collection.

Measurables: Customer invoices issued timely; cash applied accurately; aging reviewed routinely; past-due balances followed up and escalated.

• Prepare and issue customer invoices, credits, and supporting documentation.
• Apply customer payments and maintain accurate customer account balances.
• Monitor AR aging and perform routine collections follow-up.
• Coordinate customer account questions and elevate credit or collection risks to the Controller.

Execute routine payroll and employee-administration processes accurately while maintaining confidentiality and compliance.

Measurables: Payroll submitted accurately and on schedule; employee changes documented; required payroll/HR records maintained; issues escalated before deadlines.

• Process or coordinate PDS payroll using the company's payroll system and maintain payroll support documentation.
• Maintain employee records and process routine onboarding, offboarding, and employee changes.
• Coordinate routine benefit, workers' compensation, unemployment, and payroll-related administrative requirements as assigned.
• Maintain confidentiality of payroll, compensation, and employee information.

Keep PDS administrative records, recurring requirements, and office processes organized and current.

Measurables: Required records are complete and retrievable; recurring administrative deadlines are met; open items are tracked to completion.

• Maintain…