Job Overview
TDS is seeking an Administration & Accounting Assistant to help with operational support of our growing organization. Working closely with management, this role will be key in ensuring finance, HR and resource management are in sync and working seamlessly. Successful candidates will bring attention to detail, familiarity with various software platforms and a sense of ownership in how they approach this opportunity. Primary responsibilities will include:

Accounting Tasks and Client Invoicing

Responsible for the accurate and timely invoicing process, ensuring that all client services and internal expenses are billed correctly, promptly and collected. Entering all accounting and bookkeeping requirements in our TDS systems.
Reconcile and track invoices in accounting software, resolving discrepancies and following up with clients when necessary.
Refine invoice procedures to improve efficiency and compliance with financial policies and industry regulations.

HR and Onboarding New Employees

Collect and process new hire tax documents (W-4, I-9, state tax forms).
Set up employee payroll in the payroll system verifying salary, hourly rates, pay cycles, and direct deposit information.
Process and track benefits changes (life events, coverage updates, open enrollment).
Coordinate with IT to create company email accounts and grant system access.
Ensure new hires are added to HR and payroll platforms

Internal Resource Timekeeping

Ensure all timesheets are accurately completed, verifying the recorded hours against project requirements and company policies.
Submit finalized timesheets to the payroll department on time to ensure timely and accurate employee compensation.
Enter and update employee work hours in payroll system, ensuring proper classification of regular hours, overtime, and paid time off.
Generate reports on employee work hours, overtime, and attendance trends to support workforce planning and budgeting decisions.

Manage the Expense Reporting and Approvals

Review and approve expense reports submitted by team members, ensuring they comply with company policies, and verifying receipts and expenditures.
Address any discrepancies or issues with submitted expenses, working with the team to clarify and resolve concerns.
Prepare and organize expense reports for senior management.

Secondary Responsibilities: Other Areas to Assist

Coordinate and arrange travel for team members, including booking flights, securing transportation, and accommodations.
Ensure travel schedules align with project timelines and operational needs, adjusting plans when necessary to accommodate changing requirements.
Assist employees with travel-related inquiries, including reimbursement requests, and itinerary modifications.

Qualifications

Education & Experience

Bachelor's degree in Accounting, Finance, Business Administration, or a related field (preferred)
2+ years of experience in accounting, finance, HR administration, or a similar role
Experience with client invoicing, payroll processing, and expense management

Technical Skills

Proficiency in accounting software
Experience with payroll systems (e.g., ADP Workforce Now)
Familiarity with HR platforms and timekeeping software
Strong Excel skills
Comfortable using various business software (e.g., Microsoft Office)

Administrative & Organizational Skills

High attention to detail and accuracy in financial and HR processes
Strong organizational skills with the ability to multitask and prioritize work efficiently
Ability to manage confidential information with discretion

Interpersonal & Communication Skills

Excellent written and verbal communication skills
Ability to collaborate effectively with team members across different departments
Problem-solving mindset and proactive approach to resolving discrepancies

If you are interested in this position, please send a resume to careers@totaldeployment.com.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

Health insurance
Paid time off

Schedule:

Monday to Friday

Ability to Commute:

New York, NY 10017 (Required)

Work Location: In person

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Administration & Accounting Assistant