Manager, Finance and Administration

About the Opportunity

Join a growing organization as Manager of Finance & Administration, where you'll serve as a key financial and operational leader. This role combines hands‑on accounting, treasury operations, tax compliance, and full‑cycle human resources management. You'll work closely with senior leadership and external advisors to ensure financial accuracy, regulatory compliance, and smooth day‑to‑day operations.

• Process daily cash application and post cash journals in Navision
• Maintain cash tracking files and make necessary cash entries
• Reconcile bank accounts (3 accounts across multiple institutions)
• Prepare month‑end journal entries and balance sheet account reconciliations (approximately 34 accounts)
• Manage supplier billbacks and contribution tracking (monthly and quarterly)
• Publish monthly travel & expense spending reports by employee
• Reconcile FSA accounts monthly
• Reconcile inventory accounts monthly
• Manage accounts receivable aging and clean up older balances
• Support bank audits (at least twice annually) and regular external audits

• File monthly, quarterly, and annual tax returns across multiple jurisdictions.
• Prepare information for external CPA firm for tax return preparation
• Make federal and state income tax payments throughout the year as directed
• Review completed tax returns for accuracy
• Coordinate annual 1099 calculations
• Manage property tax declarations and filings

• Process semi‑monthly payroll via Paychex
• Submit payroll files to Fidelity for 401(k) administration
• Perform annual non‑discrimination testing
• Manage benefit renewals
• Coordinate property & casualty insurance renewals
• Oversee FSA open enrollment

• Serve as the HR department for all employee‑related matters
• Maintain personnel roster and employee records
• Manage new hire onboarding and termination processes
• Track vacation, benefits, and leased car assignments
• Issue annual holiday schedule
• Prepare and distribute annual Medicare letters
• Update and maintain employee handbook
• Calculate Personal Use of Company Car (PUCC) for year‑end payroll
• Manage benefit system maintenance and tracking

• Review and approve invoices for payment; sign checks bi‑weekly
• Review and approve ACH payments for suppliers and employee expense reimbursements weekly
• Support overhead budgeting process

• Bachelor's degree in Accounting, Finance, or related field
• 5+ years of experience in accounting/finance with progressive responsibility
• Experience with Microsoft Dynamics (Navision) or similar ERP systems
• Strong knowledge of multi‑state tax compliance and filing requirements
• Hands‑on payroll processing experience
• HR generalist experience or willingness to manage full HR function
• Advanced Excel skills
• Detail‑oriented with strong organizational and time management skills
• Ability to manage multiple deadlines and priorities independently
• Experience supporting external audits

• CPA or HR certification (PHR, SPHR)
• Experience with Paychex and Fidelity systems
• Multi‑state tax compliance expertise
• Experience in small to mid‑sized organizations where versatility is required

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.