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.

What You Will Do

• 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.

Position Purpose

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.

Core Accountabilities

1. Accounting & Month-End Support

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.

2. Accounts Payable & Vendor Administration

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.

3. Accounts Receivable & Collections

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 escalate credit or collection risks to the Controller.

4. Payroll & HR Administration

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.

5. Business Administration & Records

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 organized electronic and physical business records.
• Coordinate recurring licenses, registrations, insurance documentation, forms, and administrative requests as assigned.
• Support document collection for banking, insurance, tax, accounting, and compliance requests.
• Provide general administrative support to the Controller and PDS leadership when the work falls within the finance/admin function.

What You Bring

• Practical accounting experience with reconciliations, accounts payable, accounts receivable, and general-ledger support.
• An associate or bachelor’s degree in Accounting, Business, or a related field is preferred; relevant experience may substitute.
• Strong spreadsheet and accounting-system skills; Acumatica and Paylocity experience are beneficial.
• Attention to detail, reliable follow-through, and the ability to manage accounting, payroll, HR administration, and business records.
• Sound judgment and discretion with financial, compensation, and employee information.

Requirements

Qualifications

• Associate or bachelor's degree in Accounting, Business, or a related field preferred; relevant experience may substitute.
• Practical accounting experience including reconciliations, AP, AR, and general-ledger support.
• Strong attention to detail, organization, follow-through, and ability to manage multiple recurring deadlines.
• Comfort working across accounting, payroll, HR administration, and general business administration in a lean organization.
• Strong spreadsheet and accounting-system skills; Acumatica and Paylocity experience are beneficial.
• High degree of discretion when handling financial, payroll, and employee information.

Success Profile

The successful Accountant & Administrator is dependable, accurate, resourceful, and comfortable owning a broad set of recurring processes. This person closes loops, keeps records clean, communicates issues early, and makes the PDS administrative function easier to manage.