The posting
Overview
The Accounting Operations Manager oversees Critical Innovations LLC's daily purchasing, accounts payable, corporate card, and expense documentation workflows. Reporting to the Chief Executive Officer, this person coordinates with department leaders and an external accounting firm to maintain complete, accurate records and support functional budget development and tracking.
This is an on-site, full-time position.
Reports to
Chief Executive Officer
Duties and Responsibilities
Accounts Payable and Purchase Orders
- Oversee invoice intake, coding, supporting documentation, approval routing, and payment preparation in BILL (Bill.com) under established authorization procedures.
- Resolve vendor questions, duplicate invoices, credits, missing approvals, and other payment exceptions; follow issues through completion.
- Administer the financial aspects of purchase orders in Ragic, including documentation, project and budget coding, approval status, open commitments, and invoice comparisons.
- Coordinate with requesters and responsible departments to confirm receipt or acceptance, resolve PO discrepancies, and close completed orders under company purchasing and quality procedures.
Corporate Cards and Bank Documentation
- Oversee Expensify corporate card and expense workflows, including receipts, business purposes, coding, policy checks, required approvals, and follow-up on outstanding items.
- Administer approved card program settings and employee guidance within assigned authority, and escalate unusual or unsupported transactions.
- Collect and organize invoices, receipts, approvals, and other support for Chase bank account disbursements and resolve missing documentation requests.
- Distinguish underlying expenses from card payments and bank transfers when reviewing records, and coordinate correction of duplicate or inconsistent transaction information.
Government Contract Accounting and Records
- Apply established government contract bookkeeping and documentation procedures, including project coding, direct and indirect cost classifications, and identification of potentially unallowable costs.
- Refer unresolved coding and allowability questions to the external accounting firm or designated specialist, and maintain documentation of approved corrections.
- Maintain financial records and audit trails supporting applicable Federal Acquisition Regulation (FAR) requirements and Defense Contract Audit Agency (DCAA) reviews. Coordinate requests with the external accountants and Grants & Contracts.
Functional Budget Support
- Assist the CEO and department leaders in developing functional budgets using historical spending, anticipated needs, and outstanding purchase commitments.
- Maintain budget trackers using accounting data supplied or validated by the external accounting firm. Distinguish recorded spending from remaining commitments to avoid double counting.
- Prepare spending and budget variance summaries, investigate discrepancies with budget owners, and identify matters requiring management attention.
Coordination and Process Improvement
- Serve as the internal contact for routine bookkeeping questions, provide complete transaction records, and resolve outstanding requests from the external accounting firm.
- Follow established payment approval, vendor verification, access, and segregation of duties procedures. Protect confidential financial and personnel information.
- Recommend and implement approved improvements to financial workflows, documentation, system use, and follow-up processes. Provide related accounting operations support as assigned.
Skills and Experience
- At least four years of progressively responsible experience in accounting operations, accounts payable, expense administration, or closely related work.
- Experience handling invoices, purchase orders, corporate card expenses, and supporting records, with sound understanding of transaction coding, vendor credits, and basic accounting processes.
- Proficiency in Microsoft Excel, including organizing transaction data, using formulas and lookup functions, preparing summaries, and tracking spending against budgets.
- Ability to manage recurring deadlines independently, identify discrepancies, exercise sound judgment, and pursue issues through resolution.
- Strong attention to detail and clear communication with employees, managers, vendors, and outside accountants, including professional follow-up on missing documentation.
Preferred Experience
- Practical government contractor accounting or bookkeeping experience, including working knowledge of FAR cost principles and DCAA documentation expectations preferred.
- Experience with BILL, Expensify, QuickBooks Online, Ragic, or comparable accounting and purchasing systems.
- Experience supporting departmental budgets and coordinating with an outsourced accounting firm in a smaller organization.
- Experience in research and development, medical devices, engineering, or manufacturing, including work within established purchasing and quality procedures.
Education and Training
- Bachelor's degree in accounting, finance, business administration, or a related field preferred. Equivalent relevant education and experience will be considered.
- Maintain working knowledge of applicable accounting procedures and complete relevant company training.
Critical Innovations is an Affirmative Action/Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veterans' status, or any other characteristic protected by law.
* Authorization to work in the United States indefinitely without restriction or sponsorship is required for this position.
*To conform to U.S. Government Department of War regulations, you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.
Benefits:
- 401(k) Safe Harbor Plan
- Healthcare Insurance: Medical, Dental and Vision
- Other Insurance: Life Insurance and Long-Term Disability (LTD) Insurance
- Time Off: Paid Time Off (PTO), Paid Sick Leave, Paid Holidays, and Paid Bereavement Leave
- Tuition Reimbursement Program
- Performance Bonus
- Incentive Unit Plan
- Flexible Schedule
- Lunches, Snacks, Events
Schedule: Monday to Friday
Salary: $110,000 – $125,000 per year
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