Accounting and HR Specialist

Established in 1891, St Germain’s Glass, a division of Brin Glass Company, has been a leader in the glass industry across the upper Midwest for over 130 years. Our markets include distribution and fabrication of glass and architectural aluminum products, glass service and contract glazing. As a privately held ESOP company, St Germain’s Glass offers incredible benefits and a unique employee-owned culture focused on living our core values every day: We Show Up. We Bring It. We Do It Right.
What We Offer:
•Health, Dental, Life and Vision Insurance
•Flex Benefits – including Medical Expense and Dependent Care
•401(k) with company match
•Employee Stock Ownership Program – an incredible wealth building opportunity!
•Paid Holidays and Paid Time Off
•Educational Assistance
•Career development and advancement opportunities

Job Purpose: The Accounting & HR Specialist performs a variety of clerical, recordkeeping, office management and customer service tasks to assist with the smooth operation of the organization.

Essential Duties and Responsibilities 

Accounts Receivable Functions 

• Responsible for A/R billings for Service/Retail/Distribution
• Daily processing of credit card/ACH/Cash/Check payments and maintain receipts and reporting 
• Daily remote bank deposits/deposits to local bank 
• Respond to customer account inquiries (reprint invoices, email or mail invoices and statements) 
• Collection of past due customer accounts, file necessary property liens and court filings
• Investigate and resolve open issues and credits  

Accounts Payable Functions 

• Review AP invoices for proper system entry 
• Record all AP transactions including managing proper coding and invoice authorization
• Review employee expense reports for completeness, accuracy, and proper coding 
• Process weekly AP check runs 
• Set up and maintain digital and physical vendor files 
• Investigate and resolve open invoices and credits.  Verify vendor accounts by reconciling monthly statements 
• Send required government forms to vendors such as W-9 and ST3

Contract Administration Functions 

• Contract administration including AIA billings, job costing, change order management, lien waivers, and reporting.
• Contract close-outs including IC-134 and AIA documents

• Prepare reports necessary for State and Federal projects including certified payroll reports, work force goals and any other municipal specific reporting required

Human Resources Functions 

• Set up and maintain employee files in collaboration with corporate shared services
• Provides onboarding and HR support as directed for local office
• Facilitate the new hire orientation and onboardings. New hire packets, badges, and update HRIS

Payroll Functions 

• Verify accuracy of timecards, make corrections as needed
• Enter timecards into Sage
• Ensure accurate calculation of wages, deductions, and taxes
• Complete certified payroll reports weekly, as needed
• Process payroll changes, including new hires and terminations
• Enter employee payroll checks into bank for payment
• Process 401K, State and Federal taxes, Child Support
• Process child support and garnishments as needed
• Track paid time off

Inventory Management 

• Facilitate yearly inventory and report to Corporate
• Enter new part numbers as needed
• Maintain price sheets
• Audit pricing and inventory for accuracy

General Accounting/Administration Functions 

• Assist in month-end closing 
• Perform month end account reconciliations, write-offs, adjustments, and other tasks as assigned 
• Compiles budget data and maintains financial records as requested
• Process outgoing mail 
• Work collaboratively with the accounting team to ensure day to day accounting objectives are achieved
• Identify opportunities to change and improve the accounting process
• Maintain appropriate file retention (both paper and electronic) over the fiscal year so, at the audit time, supporting documentation can be gathered quickly
• Assist with preparation of annual audit workpapers
• Process and distribute incoming mail
• General filing
• Update policies and procedures as new efficiencies are established 
• Develop and maintain processes and procedures both accounting and administratively that support the office in terms of internal controls, ethical business practices
• Coordinate employee engagement such as parties, happy hours, breakfasts
• Train employees to use accounting functions in software
• Participate in HR L10, Accounting L10, and Leadership L10
• Order office and safety supplies
• Provides general office management, including facility services, and overall support to the leadership team
• Other duties as assigned