Financial Operations Specialist

2 weeks ago

Colorado Springs, Colorado, United States TSC Life Full time

Financial Operations Specialist

Remote Position - must reside in Colorado

Overview of the Role

The Financial Operations Specialist is tasked with managing the financial functions and documentation of the organization. This role ensures adherence to applicable laws and regulations, maintains precise financial records, and generates comprehensive financial reports. Additionally, the specialist offers financial insights and recommendations to both management and staff. Key responsibilities encompass Accounts Payable, Accounts Receivable, bank reconciliations, general ledger maintenance, cash management, payroll administration, and tax compliance.

Key Responsibilities

1. Financial Reporting

  • Prepare general ledger entries, financial statements, and reports in alignment with corporate accounting policies and local GAAP.
  • Assist in the month-end and year-end closing processes.
  • Maintain internal controls to ensure compliance with financial regulations and organizational policies.
  • Identify opportunities for process enhancements and discuss with the financial controller to improve efficiency and effectiveness.
  • Respond to information requests, conduct research, and interpret data as directed by the Director of Financial Control & IT and/or the Financial Controller.
  • Support the global finance team in budgeting and forecasting activities.

2. Accounts Receivable

  • Oversee the complete accounts receivable cycle, including invoicing, payment processing, and collections.
  • Ensure timely and accurate posting of cash receipts, refunds, and adjustments.
  • Maintain regular communication with clients regarding outstanding invoices and payment statuses.
  • Manage and resolve customer billing disputes and discrepancies through effective communication.
  • Prepare and analyze accounts receivable aging reports, identifying trends and potential issues; notify relevant parties of overdue invoices for collection as necessary.

3. Accounts Payable

  • Act as the primary point of contact for all invoice management, including submissions, corrections, and approvals.
  • Oversee the accounts payable process, ensuring accurate invoice processing, payment disbursement, and vendor management.
  • Ensure all invoices are correctly coded and approved per company policies.
  • Prepare and process electronic transfers and payments.
  • Follow up on any unmatched payments.
  • Maintain accurate records of all accounts payable transactions and ensure proper documentation.
  • Monitor and respond to incoming inquiries related to Accounts Payable.
  • Generate monthly credit card reports and distribute them to the appropriate service provider.

4. Payroll Administration

  • Collaborate with third-party vendors to coordinate payroll changes.
  • Calculate commissions for sales representatives and distributors quarterly.
  • Conduct annual bonus calculations for clinical staff and office employees.
  • Partner with HR for the annual review of benefits and cost analysis.
  • Set up new tax codes as necessary within the payroll management system.
  • Administer the time-off module in the payroll management system.

5. Tax Compliance

  • Manage and file new registrations in state and local jurisdictions in coordination with external agents.
  • Oversee the registrations and filings related to various tax subjects, including Sales, Use, 1099, Personal Property, and K1's.
  • Reconcile sales and use taxes for multiple states on a monthly, quarterly, and annual basis as required.

6. Legal and Insurance Management

  • Maintain and file the Non-Disclosure Agreement database.
  • Maintain and file the Contract database.
  • Serve as the U.S. point of contact for contract management tools.
  • Coordinate quotes and renewals for various insurance policies with the legal department.
  • Maintain a database of Certificates of Insurance.

7. Additional Duties

  • Manage chargeback reports with distribution partners.
  • Oversee state licensing for medical devices.
  • Assist with Fixed Asset Management.

Qualifications

Education:

  • Bachelor's degree in accounting, finance, or a related field.
  • Strong grasp of accounting principles and tax regulations.
  • Proficiency in accounting software and advanced knowledge of spreadsheet applications.
  • A minimum of 5 years of progressive accounting experience.
  • Experience in a startup environment is advantageous.
  • Background in the Medical Device Industry is highly beneficial.
  • Experience working with large healthcare facilities is essential.
  • Excellent written, verbal, and interpersonal communication skills.
  • Reliable, self-motivated team player capable of managing day-to-day responsibilities proactively.

Work Environment

  • Ability to work flexible hours.
  • Regularly required to sit, stand, walk, and reach with hands and arms; must be able to talk and hear. Specific vision abilities required include close vision and the ability to adjust focus.
  • Ability to lift or move up to twenty-five pounds.

Compensation and Benefits

Salary Range: 75K-100K (Salary determined by the applicant's education, experience, knowledge, skills, and abilities, as well as internal equity and market alignment.)

  • Medical, Dental, Vision coverage.
  • Paid Time Off and Paid Holidays.
  • 401K retirement savings plan.
  • Referral reward bonuses.

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