Job Description

ABOUT US

At STAFFED INC., we're not just a staffing agency; we're architects of meaningful, lasting connections. Headquartered in the pulsating heart of New York City, our work stretches across the nation, pairing the world's leading brands with incredibly diverse talent. We specialize in temp staffing and temp-to-perm/perm recruiting within the experiential marketing, events, hotels, hospitality, catering, venues, fashion, retail, and luxury sectors. This is where opportunity meets community, and it's all orchestrated with polished professionalism.

ROLE SUMMARY

As the Staff Accountant at STAFFED INC., you’ll lead our in-house financial operations, transitioning us from outsourced accounting services to a fully internal process. You’ll be responsible for payroll, bookkeeping, A/R and A/P, month-end close, and financial reporting—ensuring accuracy, timeliness, and compliance every step of the way. This role is ideal for someone who thrives on precision, independence, and bringing clarity to complex systems.

You’ll work closely with the CEO and collaborate cross-functionally with department leads. Your efforts will directly support strategic business decisions, empower leadership with real-time financial insights, and ensure the long-term health of our organization.

JOB RESPONSIBILITIES

Bookkeeping & Accounting

• Oversee daily accounting operations, ensuring efficiency and accuracy across payroll, AP/AR, and reporting.
• Record and categorize banking/credit card transactions; reconcile daily, weekly, and monthly.
• Generate and reconcile Amex reports; ensure receipts are matched to transactions.
• Maintain accurate general ledger entries and financial documentation.
• Prepare job profitability and labor allocation reports; ensure integrity in project accounting.
• Administer third-party tools (e.g., QuickBooks Online, Bill.com) and ensure integration integrity.
• Monitor the accounting inbox; respond to internal inquiries and maintain proper documentation.
• Prepare and file 1099s annually.
• Drive process improvements to increase accuracy, timeliness, and profitability.
• Serve as a key liaison between accounting, operations, and executive leadership.
• Recommend and implement financial system enhancements and integrations.

Payroll & Compliance

• Process weekly field and biweekly corporate payroll across multiple states; ensure correct job/class allocations in QuickBooks or payroll systems.
• Administer payroll in compliance with FLSA and state wage/hour requirements; manage tax filings, deductions, and garnishments.
• Submit CalSavers contributions and disability insurance filings; ensure compliance with state-specific retirement programs.
• Maintain payroll records and ensure timely, accurate submissions; oversee accurate setup for new states and unemployment filings.
• Collaborate with HR/People team to ensure onboarding compliance, benefits administration, and policy adherence.
• Coordinate with external auditors; provide necessary schedules and documentation.

Accounts Payable & Receivable

• Enter, code, and process vendor bills and employee expense reimbursements for approval.
• Manage client invoicing process; liaise with Accounts/Sales teams for deposits and final invoices.
• Apply client credits/refunds; reconcile HubSpot revenue with accounting records.
• Maintain AR aging and collections tracking; ensure timely client payments.
• Manage recurring payments (e.g., credit cards, benefits, software).

Month-End & Year-End Close

• Reconcile all bank, credit card, and balance sheet accounts, including fixed assets, prepaid expenses, deposits, and loans.
• Prepare WIP accruals by job; close books on an accrual basis.
• Ensure all accounting transactions meet GAAP standards and internal controls.
• Support CPA with year-end adjustments, audits, and tax filings; ensure all applicable tax benefits are applied.

Reporting & Forecasting

• Compile and maintain monthly financial reports, dashboards, and KPI tracking for leadership.
• Prepare short- and long-term cash flow forecasts using historical and projected data.
• Analyze variances to budget; provide data-driven insights for decision-making.
• Build annual operating budgets and forecasts in partnership with executive leadership.
• Support financial modeling for new business opportunities, pricing, and cost analysis.

QUALIFICATIONS

• Exceptional organizational skills with a high level of accuracy and attention to detail.
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills, with the ability to present financial information clearly to non-finance leadership.
• In-depth knowledge of general financial accounting, cost accounting, and project-based/job costing.
• Solid understanding of and adherence to Generally Accepted Accounting Principles (GAAP).
• Demonstrated ability to analyze complex financial data, identify trends, and provide actionable insights for decision-making.
• Skilled at collaborating cross-functionally with executive leadership, operations, HR, and other departments.
• Track record of improving processes, implementing systems, and driving operational efficiencies within accounting and finance functions.

REQUIREMENTS

• Bachelor’s degree (or equivalent) in Accounting, Finance, or Business Administration; CPA or CMA preferred but not required.
• 7+ years of progressive accounting/finance experience, including at least 3 years in a senior or managerial role overseeing payroll, AP/AR, and reporting functions.
• Advanced proficiency with Microsoft Excel (pivot tables, VLOOKUP, formulas) and Google Workspace tools (Sheets, Docs, Slides).
• Hands-on experience with QuickBooks Online, payroll systems (e.g., ADP, iSolved, or similar), and third-party financial tools (e.g., Bill.com, expense management platforms).
• Experience reconciling complex accounts, preparing accrual-based financial statements, and managing multi-entity or multi-state accounting.
• Working knowledge of tax compliance, payroll regulations, and state-specific requirements.
• Proven experience building budgets, forecasts, and financial models to support strategic decisions.
• Ability to lead, mentor, and develop the accounting department while fostering a collaborative, high-performance culture.

BENEFITS

• Comprehensive Healthcare Benefits (Medical, Dental, & Vision)
• Health Care FSA
• Commuter benefits
• Paid Time Off (PTO)
• Hybrid (Remote + In-Office) Work Schedule

DISCLAIMER

The duties and responsibilities described in this job description are not a comprehensive list. Additional tasks not listed above may be assigned, and the scope of the job may change as necessary by business demands.

While STAFFED INC. appreciates all applicants, only those qualified will be contacted. We thank you for your interest and look forward to connecting with you!

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