Executive Bookkeeper

Custom Control Sensors • Phoenix, AZ

11d • Onsite

About The Position

The Executive Bookkeeper records and maintains accurate financial transactions focusing on administrative bills and expenses using QuickBooks, performs treasury duties and manages corporate and government filings and a centralized calendar of filing deadlines. This role does not handle operations accounting for the manufacturing facility but may include assisting in accounting projects.

Requirements

• Due to need to maintain ITAR compliance, applicants must be U.S. citizen or legal permanent resident.
• Associate degree in accounting/bookkeeping, or bachelor’s degree in accounting, finance, or related field preferred.
• 10 years bookkeeping or corporate accounting experience; prior experience working with intercompany accounting preferred.
• Proven QuickBooks expertise — daily transactional use, reconciliations, journal entries, and reporting. Able to download and analyze activity.
• Strong treasury/cash-management experience including bank operations, transfers, and cash forecasting.
• Proficiency in Microsoft Excel (pivot tables, lookups, data functions, basic macros) and Microsoft Office (Word, Outlook).
• Strong organizational skills and attention to detail; demonstrated ability to manage multiple deadlines and maintain a compliance calendar.
• Experience preparing corporate and government filings or coordinating with external advisors for statutory compliance.
• Excellent written and verbal communication; ability to coordinate with banks, external vendors, and internal stakeholders.
• High integrity and discretion handling confidential financial and corporate information.

Nice To Haves

• Experience with accounting best practices, internal controls, and audit preparation.
• Familiarity with accounting/reporting for intercompany transactions.
• Experience with accounting automation tools, bank portals, and integrations between QuickBooks and banking or ERP systems.
• Notary certification or ability to obtain one.
• Self-starter, able to work independently with minimal supervision; collaborative team player reporting to the Treasurer.

Responsibilities

• Maintain general ledger and sub-ledger records in QuickBooks for the company administrative activity, including journal entries, bank and intercompany reconciliations, accounts payable/receivable entries, and month-end close support.
• Manage treasury functions: daily cash reconciliations, forecasting, bank account management, wire transfers, ACH, and maintaining banking relationships per Treasurer direction.
• Reconcile bank and monitor intercompany balances.
• Prepare and file routine corporate and statutory reports; coordinate with external tax advisors.
• Generate and maintain accurate records for corporate minutes, filings, and corporate governance documentation as requested.
• Maintain storage of legacy documents (agreements, contracts, purchases etc.) in paper and digital form and updating with current copies.
• Handle all legal, insurance, and government agency filings, including but not limited to tax returns (federal, state, and local), various insurance filings, and other regulatory submissions.
• Prepare and maintain an organized calendar of corporate and government filing deadlines (tax filings, annual reports, business licenses, renewals, filings with regulatory bodies), track status, prepare documentation, and follow up to ensure timely submission.
• Support Treasurer with month-end and year-end schedules, account analyses, ad hoc financial reports, and audit requests; prepare working papers and supporting documentation.
• Provide accurate spreadsheet-based analyses and reports; create pivot tables, VLOOKUP/XLOOKUP, and other Excel functionalities to support reconciliations and reports.
• Implement and maintain bookkeeping policies, internal controls, and documentation standards; identify and recommend process improvements.
• Implement and maintain robust internal controls to safeguard company assets, with a focus on reviewing accounts payable and preventing discrepancies.
• Assist with special projects as assigned by the Treasurer (system upgrades, process automation, data cleanup).
• Manage relationships with banks, insurers, legal counsel, and government agencies related to administrative and company matters.

Benefits

• Medical
• Dental
• Vision
• 401k with Match
• Employer funded Life Insurance, Short-term Disability, and Long-term Disability
• Paid Sick and Vacation Leave
• 9 Paid Holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree