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ACCOUNTING

Post all journal entries at the end of month
Reconcile cash for all bank accounts
Close the month process
Investigate any out-of-balances or anomalies of entries based on expected and/or average entries and resolve
Keep the WIP updated on a weekly basis to track expected revenue for the month and to identify fades early
Adjust WIP based on data received from Superintendents in monthly job meeting
Maintain schedules and trailing schedules for all aspects of the balances sheet
Provide EOY data to reporting agencies (CPW, Latitude, Valuation Co., etc.)

 BANKING

Maintain relationship with bank(s)
Provide monthly, quarterly, and annual reports to the bank
Investigate Positive Pay false errors that occur on a daily basis
Transfer funds to and from accounts when necessary - manually
Reconcile all bank accounts
Make daily deposits of all checks and reconcile all ACH / credit card deposits
Apply for loans and refinance loans as needed

PAYROLL

Oversee all payroll in the field
Process all payroll for office employees
Verify all tax deposits are made timely for each city, state, and county
Make Federal and State tax deposits on office bonus checks
Reconcile all paychecks that have cleared and track all open drafts
Ensure tax tables are updated properly and timely including 401k limits and unemployment rates
Watch for changes in laws and implement the changes when appropriate.
Monitor Prevailing Wage updates, make sure our accounting system reflects the changes, and all employees receive proper pay and notification
Track all the different incentive plans and distribute when appropriate

HUMAN RESOURCES

Oversee new hire documents for legal compliance
Implement, monitor and maintain employee documents such as beneficiary forms
Stay abreast of changes in the law that affects employee / employer rights
Assist in training and directing recruiting efforts
Contact attorneys when appropriate
Responsible for making sure all communications with field staff are translated to Spanish
Compliance in regard to annual statements concerning 401k plans and costs, ESOP statements, Medicare notices, etc.

 INSURANCE

Evaluate and negotiate health insurance on an annual basis, set the employee contribution limits
Evaluate and negotiate dental insurance on an annual basis
Evaluate and negotiate general liability insurance on an annual basis.  Ensure payroll / accounting is updated to capture changes for accruals
Evaluate and negotiate disability insurance on an annual basis.  Ensure payroll / accounting is updated to capture changes for accruals
Evaluate and negotiate life insurance on an annual basis.  Ensure payroll / accounting is updated to capture changes for accruals
Evaluate and negotiate out-of-state workers comp insurance on an annual basis.  Ensure payroll / accounting is updated to capture changes for accruals
Evaluate and negotiate (to the best of our ability) Ohio Workers Comp insurance on an annual basis.  Ensure payroll / accounting is updated to capture changes for accruals.  That would also include evaluating separate plans and costs for each plan
Evaluate and negotiate Director and Officer insurance on an annual basis.
Ensure management staff complete reports properly for terminated employees to minimize unwarranted unemployment claims
Ensure that we do everything possible to make sure our bonding capacity remains high with minimal costs
Monitor and maintain bonds for cities and ERISA requirements
Not insurance per se, but semi-annual EEOC renewals with different states and cities

 CONTRACTS

Review each contract for completeness and to evaluate insurance and billing requirements
Maintain records of CCIP and OCIP projects so we can take appropriate insurance steps
Maintain records of KTEP projects so we can take appropriate ‘change order’ revenue and billing steps
Maintain records of ‘Allowance’ projects so we can take appropriate ‘change order’ revenue and billing steps
Contact attorney on projects that are in question

RETIREMENT PLANS

First plan, 401(k), review and sign all paperwork for new applications and distributions
Remit monthly data to TPA for proper employee contributions
Complete EOY census and questionnaire to TPA to ensure compliance
Meet with CFP on an annual basis to discuss investment options and changes.
Intervene with issues that arise between the TPA, our investment advisor, our investment firm, the participant, or any combination of the above
Audit participant paperwork on a semi-regular basis to ensure compliance and completeness.
Create system to track and monitor participants after termination to keep up to date on addresses and beneficiary information until account has been 100% distributed
Second plan, ESOP, review and sign all paperwork for distributions
Complete EOY census and questionnaire to TPA to ensure compliance
Track all costs of the plan and try to minimize future expenses
Estimate future distribution expenses and formulate procedure on how to book and track those
Create system to track and monitor participants for up to 11 years after termination to keep up to date on addresses and beneficiary information until account has been 100% distributed

 FIXED ASSETS

Track all purchases and divestitures
Calculate depreciation for new assets and book monthly depreciation of all assets
Track gains on sales of all assets disposed of
Report gains and sales of assets to insurance company and outside CPA
Determine the best way to pay for new additions

 INVENTORY

Create and maintain inventory coding system for all product kept in the warehouse
Create and maintain system to transfer product to and from job and second warehouse.
Book Shrink based on history and product movement
Direct all physical inventory counts and reconcile out-of-balances
Review all products at least annually to determine which products need to be removed as obsolete

BILLING

Review and sign all pay applications going to all projects each month
Review and adjust billing items such as schedule of values setups and budgets
Intervene on collections of difficult accounts
Assign all projects to specific billers based on difficulty of project billing, past experience with that client or billing portal, and the billers current work load.
Solve out of balances
Back side of billing – deposit all checks into our bank account on a daily +/- basis and reconcile

ACCOUNTS PAYABLE

Ensure all the proper paperwork is collected, recorded and filed for each vendor
Negotiate terms and discounts with vendors
Review all payables on a weekly basis to determine who will be paid that week
Resolve issues when they arise

INFORMATION TECHNOLOGY

Primary point of contact for server maintenance and issues
Evaluate replacement equipment such as laptops and printers in order to keep workflow going
Test and maintain backup system for emergencies
Approve certain programs to be added to the server
Maintain the permissions of employees which controls their access to certain drives, directories, or files
Create and maintain tools for employees such as Excel spreadsheets that increase accuracy and productivity
Maintain the security cameras on premises
Responsible for loading updates on the server (security patches mostly) and updates to our accounting system (Computer Ease)
Maintain the company website and other social media platforms

 SAFETY

Oversee Safety Director in overall duties
Work with TPA on Workers comp issues to determine the best plan for KBR
Evaluate Industrial Commission issues and rule on course of action
Work with Safety Director to implement a plan on issues such as Covid Compliance, DL checks, training, etc.

VEHICLES

Ensure all vehicles are properly insured and licensed and we have all the pertinent paperwork and titles
Report larger trucks through IFTA, IRP, and PUCO on a quarterly or annual basis
Audit driver records to ensure they are being filled out correctly and completely and that we are not breaking ODOT rules on hours
Calculate depreciation for all vehicles and book monthly

TAXES

Monthly and Quarterly withholding for cities, states, and counties
Annual W3 reporting to the cities, states, and counties
Annual W2, W3, 1094, 1095, 1096 and 1099
Income tax reporting is done by outside CPA.  We supply all the data breaking every revenue dollar, margin dollar, gross payroll, and payroll tax withheld down by state, by county, by city, by township (if needed)
Sign tax forms.  If payment is needed, initiate check request and attached to the tax form before mailing
Other ‘tax related’ items such as unclaimed funds

 AUDITS

Lead the annual review with outside CPA
Lead the annual audit with Latitude (401k TPA)
Lead the annual audit with ESOP TPA
Lead the annual audit with CNA (General Liability and out-of-state workers comp insurance carrier)
Lead the annual audit with Reliance Insurance Company (Life and Disability)
Lead the 3-year audit with OBWC

 RELATIONSHIPS

Maintain working relationships with.


Bank(s) – S&T Bank
Insurance Brokers - several including bonding agent
Attorneys – several
TPA for 401(k) plan – including investment company ad CFP
TPA for ESOP plan – including Trust personnel and attorneys
Vendors
Some customers
Employees, field and staff both
Accountants

 OTHER

Prep the quarterly board meetings notes and create reports for board members, to be distributed at least a week before the event
Create annual budgets and 5-year proforma’s for all interested parties
Calculate burden rates for estimators
Balance cash management against debit servicing
Annual renewals with the Secretary of States, city licensing, contractor licensing, etc.
Contract for ‘office items such as a main copier/printer/scanner/faxing machine, uniforms, cleaning services, etc.
Compliance implementing new laws and accounting pronouncements
Help establish rules and procedures