Position Overview
Incipient is seeking a hands-on Controller to own day-to-day accounting operations and financial reporting for our client’s business. This role manages daily cash and banking activity, vendor and payroll processing, monthly and periodic close, multi-state sales tax compliance, and the annual financial review process. The Controller will also play a lead role supporting the company's ongoing ERP conversion, including data cleanup and master file standardization. This is a full-time, on-site position reporting jointly to the CEO and the company's fractional CFO.
Key Responsibilities
Daily
• Oversee the batch data integration from the AS-400 system into Microsoft Dynamics. • Perform and/or review daily bank reconciliations for Operating, Controlled Disbursement, and Payroll accounts (Chase Bank); reconciliations follow completion of the AS-400 to Dynamics integration. • Oversee retrieval and deposit of daily checks and cash, including preparation of cash deposit slips and coordination of check scanning. • Maintain the purchase and marketing rebates workbook, reconciling activity to Microsoft Dynamics accounts. • Review and process vendor payments via ACH, check, and bank debit, including invoice review, payment timing, and available discounts. • Set up new vendors in Chase Connect for ACH and wire payments.
Weekly
• Oversee weekly payroll processing; reconcile the PayChex payroll entry to the Payroll bank account and book the related journal entry in Microsoft Dynamics. • Review Accounts Payable and Accounts Receivable aging reports.
Monthly
• Prepare monthly journal entries and general ledger account reconciliations for the monthly close. • Prepare and file monthly sales tax returns (New York, Connecticut, and Massachusetts).
Quarterly
• Prepare and file quarterly sales tax returns (New Jersey and Maryland). • File the Connecticut Highway Use Tax (HUT) return using data from the Transportation team.
Semi-Annual / Annual
• Prepare and file the Pennsylvania sales tax return (semi-annual). • Prepare financial statements and supporting documentation for the annual financial review with the company's external auditors (Forvis Mazars). • Prepare and file the annual New Jersey Litter Control Fee return and the New York Highway Use Tax (HUT) return. • Prepare documentation for the annual Workers' Compensation insurance audit (NYSIF, calendar-year policy).
Ad Hoc
• Partner with insurance brokers ahead of policy renewals. • Fulfill Certificate of Insurance (COI) requests from customers. • Review contracts as they come up for renewal.
ERP Conversion Support
• Maintain and update the Chart of Accounts mapping between AS-400/Microsoft Dynamics and the new ERP system. • Keep the Customer Master, Vendor Master, and Item Master workbooks current as new records are added. • Support standardization of historical sales history data (item numbers, descriptions, customer names) for use in the new system. • Maintain related reference tables: Customer Terms, Vendor Terms, Delivery Windows, and Salesperson List.
Qualifications
• Bachelor’s degree in accounting, Finance, or related field.
• 8+ years of progressive accounting/controllership experience, ideally in distribution, manufacturing, or a similar transaction-heavy environment.
• Hands-on experience with ERP systems; exposure to legacy AS-400 environments and Microsoft Dynamics is strongly preferred.
• Demonstrated experience with multi-state sales tax compliance.
• Experience with bank platforms such as Chase Connect for ACH/wire processing.
• Strong Excel skills and comfort owning both daily transactional work and month/quarter/year-end close.
• Prior experience supporting an ERP conversion or system migration is a plus.
• High attention to detail, ownership, mentality, and comfort operating in a lean, hands-on finance function.
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