Responsibilities:

• Reconcile all Balance Sheet accounts
• Balance client tax funds for new and terminating clients
• Coordinate with Controller to reconcile bank accounts accurately and post transactions to Quickbooks
• Work with Database Administrator to automate the reconciliation process
• Establish and maintain a positive working relationship with clients, agencies, and co-workers to promote qualify service image
• Research and resolve client/system problems
• Maintain client files in a confidential and secure manner

Qualifications:

• Associates degree in finance or related field required, Bachelors degree preferred
• 5 year accounting experience working with financial statements
• Proficient in Quickbooks
• Intermediate to Advance knowledge of Excel
• Knowledge of payroll software or ability to learn specific applications
• Prior experience in a customer service environment

Position Summary

The Finance Administrator is responsible for developing a comprehensive understanding of all core functions within the Finance Department, including accounting, tax administration, payroll tax processing, and client fund management. This role serves as a cross-functional resource to support daily operations, assist with workload fluctuations, and provide coverage during vacancies or extended employee absences.  This position requires a high level of adaptability, critical thinking, and initiative, along with the ability to seamlessly transition between responsibilities to maintain continuity of operations and service excellence.

Essential Duties and Responsibilities

Cross-Functional & Coverage Responsibilities

• Develop working knowledge of all Finance Department roles and processes
• Provide operational support across accounting, tax, and payroll functions based on volume or business need
• Serve as backup for key positions during employee absences, vacancies, or peak periods
• Cross-train with all members of the department and maintain readiness to step into multiple roles
• Identify inefficiencies and recommend process improvements across functions

Accounting & Financial Responsibilities

• Reconcile all balance sheet accounts and maintain supporting documentation
• Reconcile client tax funds collected and disbursed
• Coordinate bank reconciliations and ensure accurate posting of transactions
• Assist with year-end audit preparation and documentation
• Work with internal teams to automate reconciliation processes where possible
• Research and resolve discrepancies or system issues

Client & Operational Support Responsibilities

• Process client conversions, ensuring proper tax setup and registration
• Manage service terminations, including determination of liabilities or refunds
• Maintain accurate and secure client records
• Collaborate with internal teams to ensure proper handling of client funds
• Build positive working relationships with clients, agencies, and coworkers

General Responsibilities

• Support a collaborative and positive team environment
• Maintain confidentiality and professionalism at all times
• Assist with special projects and other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

• ·               Associate’s or Bachelor’s degree in Accounting or related field
• ·               Minimum of 5 years of accounting experience working with financial statements
• ·               Knowledge of Generally Accepted Accounting Principles (GAAP)
• ·               Experience with payroll processes and tax regulations preferred
• ·               Proficient in QuickBooks or similar accounting systems
• ·               Intermediate to advanced Excel skills
• ·               Strong analytical, problem-solving, and organizational skills
• ·               High level of accuracy and attention to detail
• ·               Excellent communication and interpersonal skills
• ·               Ability to manage multiple priorities and shift between tasks efficiently
• ·               Professional, self-motivated, and adaptable
• ·               Ability to work extended hours when needed

We’re a small, locally owned, familyrun business proudly rooted in our Maine community, and we’re looking for the right person to join our closeknit team.

Working with us means more than just a job, it means becoming part of a workplace where people are valued, contributions are noticed, and relationships matter.

Position Summary

The Client Service Representative processes all aspects of payroll for an assigned client base, providing a high level of customer service. This position requires efficiency and flexibility in performing detailed tasks in a fast-paced work environment with frequent interruptions, changing priorities, and multiple deadlines. The CSR may be asked to assist in the reconciliation of payroll accounts as needed. The position also requires maturity in dealing with sensitive and confidential matters.

Essential Duties and Responsibilities

The essential functions include, but are not limited to:

• Compile payroll data, post wages, and reconcile errors, in order to balance the payroll and maintain payroll records
• Maintain a high rate of client retention through high quality customer service
• Identify and resolve internal discrepancies
• Research client inquiries concerning paychecks or payroll in general
• Support and contribute to a positive work environment that fosters a high level of team performance through own work and behavior
• Continue knowledge of payroll software system and changes in wage and tax laws
• Maintain Client files in a confidential and secure manner
• Research and resolve client/system problems
• Establish and maintain a positive working relationship with clients, agencies and coworkers to promote quality service image
• Display maturity in securely handling sensitive and confidential client and employee information
• Other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Prior experience in a customer service environment
• Prior experience processing payroll a plus
• Excellent telephone, communication and interpersonal skills
• Detail-oriented, well organized; high degree of accuracy
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Knowledge of payroll software or ability to learn specific applications
• Professional, drive, motivated self-starter
• knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar
• Professional in appearance and behavior
• Ability to work beyond regular work hours when needed
• Reliable and dependable

The Tax Administrator II assists the Controller in researching and resolving tax notices, filing amended returns, making tax payments, preparing and filing quarterly and year end returns and various other functions within the Tax Department. This position requires attention to detail, initiative to research problems and willingness to perform a variety of tasks.

 Essential Duties and Responsibilities

·         Research and resolve tax notices within a timely manner

·         Process quarterly and yearend tax returns, including W2s

·         Process corrected/amended quarterly returns within a timely manner

·         Maintain knowledge of payroll software system and changes in wage and tax laws

·         Transmit Daily ACH files of tax liabilities owed based on individual client tax frequency deadlines by the end of the business day

·         Make recommendations to streamline processes

·         Assist with the quarterly and year end preparation process as directed by the Controller

·         Process tax payments daily and as needed

·         Cross train with all members of the tax department and serve as backup

·         Process service terminations including determining if tax liabilities or refunds 

·         Process client conversions in a timely manner to collect taxes and register clients with tax entities

·         Cross train with other members of the department and serve as backup

·         Other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)   

•  Knowledge of Federal and state payroll tax laws and procedures
• Prior payroll processing experience preferred
• Excellent telephone, communication and interpersonal skills
• Detail oriented, well organized; high degree of accuracy
• Analytical and critical problem solving skills
• Proficient in Microsoft Office (Word, Excel, Outlook) 
• Professional, driven, motivated self-starter
• Professional in appearance and behavior
• Ability to work beyond regular work hours when needed
• Reliable and dependable