Toni Gearhart
Accounting Manager
Lincoln,CA
Summary
Detail-oriented Accounting Manager with expertise in construction accounting and payroll management, focusing on compliance and process improvement. Committed to accuracy and timeliness in payroll processing and cost control, aligned with organizational integrity and efficiency. Excels in collaborative environments, delivering innovative solutions that support strategic goals.
Overview
21
21
years of professional experience
Work History
Accounting Manager
BayWa r.e. Americas
, United States
06.2023 - Current
- Lead and perform hands-on payroll processing and payroll tax administration for three companies, including weekly, bi-weekly, union, multi-state, and prevailing wage payrolls.
- Manage and oversee end-to-end payroll processing and accounting functions for multiple entities, ensuring accurate, timely, and compliant employee payments.
- Supervised and developed payroll and compliance staff through hiring, training, coaching, and performance management to enhance team capability.
- Defined and executed long-term payroll strategy, enhancing system platforms, process design, and administrative infrastructure.
- Ensure compliance with federal, state, and local wage and hour laws, union agreements, and prevailing wage regulations.
- Analyze contracts to identify payroll, prevailing wage, and compliance requirements; document findings and train internal teams.
- Established and led internal compliance team to ensure adherence to IRA and AB 2143 requirements for internal operations and subcontractors.
- Design, implement, and maintain IRA and AB 2143 policies, processes, training programs, and documentation.
- Manage all internal and external IRA and AB 2143 compliance and reporting from project inception through closeout.
- Oversee subcontractor onboarding and training; track reporting, calculate apprenticeship requirements, and coordinate deductive cure change orders.
- Conducted weekly compliance reviews of payables, managing payment holds to ensure regulatory compliance.
- Supported employees and leadership by providing guidance on contracts, budgeting, cost management, estimating, and ensuring prevailing wage compliance.
- Facilitate internal and external audits by preparing required payroll and compliance documentation.
- Prepare monthly journal entries, perform general ledger reconciliations, and produce financial reporting.
- Perform cost accounting and variance analysis; collaborate with operations and project managers for accurate cost tracking and budget control.
Accounting Manager
Sierra National Construction
California, United States
11.2019 - 06.2023
- Oversaw full-cycle accounts receivable, managing billing review, payment application, AIA billings, and preparation of lien waivers and preliminary notices to support cash flow.
- Manage project accounting: budget setup, job cost analysis, WIP reporting, and project-level P&L analysis.
- Perform and coordinate job audits with outside agencies, ensuring compliance and timely completion.
- Oversee accounts payable, ensuring accurate coding and data entry across multiple entities.
- Complete monthly bank reconciliations and intercompany transfers.
- Prepare monthly, quarterly, and year-end journal entries and closing activities.
- Produce monthly financial statements and supporting schedules.
- Manage fixed assets and depreciation schedules.
- Administered weekly payroll for two companies, ensuring complex prevailing wage compliance for federal and state-funded projects.
- Maintain and update wage determinations and scheduled increases.
- Prepare and file payroll tax reports, including W-2s and 1099s.
- Oversaw management of 401(k), NQDC, and pension plans to ensure compliance and accurate administration., including fringe benefit allocations.
- Oversee benefits administration, new hire onboarding, and payroll setup.
- Administered PPP loans, ensuring compliance with regulations and maintaining accurate documentation.
- Ensure adherence to all CPA and external auditor requirements, supporting monthly and year-end reporting.
- Led accounting system conversion, preserving data integrity and ensuring continuity of operations during the transition.
- Train and mentor incoming Project Accountants to improve consistency and compliance.
- Act as primary accounting liaison for external auditors and CPAs.
Operations Manager
Tri Mission Framing
Yuba City, CA
02.2019 - 11.2019
- Directed daily operations and optimized processes through implementation of policies and procedures, resulting in enhanced operational efficiency and profitability.
- Managed cash flow, financial forecasting, budgets, and monthly work-in-progress (WIP) reporting to support strategic business decision-making.
- Directed accounts receivable and accounts payable operations, leading the accounts payable process for suppliers and ensuring timely payments.
- Reviewed contract pricing and monitored project budgets, processed purchase orders and managed monthly AIA billings to ensure financial accuracy in projects.
- Oversaw payroll operations, ensuring compliance with fair wage and certified payroll regulations while managing tax deposits and check issuance to maintain payroll accuracy.
- Supervised, trained, and managed staff while handling all HR-related matters, fostering a productive and compliant workplace.
- Reconciled bank accounts, cash, wire transfers, credit cards, and general ledgers, ensuring accurate financial reporting across all entities, and prepared adjusting entries as needed.
- Built and maintained strong relationships with key operations vendors and contractors to support business operations.
- Monitored vendor pricing, rebates, and service levels to optimize cost efficiency and supplier performance.
- Managed all workers' compensation claims, OSHA logs, and required reporting to maintain workplace safety and regulatory compliance.
- Maintained all company insurance policies, ensuring adequate coverage and compliance with regulations.
Senior Accountant
Deacon Construction, LLC
Citrus Heights, CA
06.2016 - 02.2019
- Led month-end and quarterly close processes, including journal entries, accruals, and balance sheet reconciliations.
- Managed full-cycle construction accounting, ensuring accuracy in bank reconciliations, wire transfers, general ledger maintenance, and adjusting journal entries.
- Managed job cost accounting, including budget tracking, cost-to-complete analysis, and job cost transfers.
- Oversaw construction contracts and change orders to ensure accurate job cost tracking and billing.
- Reviewed and approved AIA progress billings to ensure accurate revenue recognition and proper impact of retention and change orders.
- Prepared monthly Work-in-Progress (WIP) schedules and contract status reports to support revenue recognition.
- Supervised accounts payable, ensuring compliance with contract terms through detailed review of check runs and approval of vendor and subcontractor payments.
- Maintained daily cash activity, including check registers and posting of customer payments and receipts.
- Managed and processed construction payroll, ensuring accurate labor allocation, job costing, and timely employee payments.
- Maintained fixed asset schedules; calculated and posted depreciation.
- Updated and maintained union and prevailing wage rates across all companies to ensure compliance with federal, state, and local regulations.
- Ensured compliance with construction labor requirements, including union agreements and prevailing wage reporting.
- Supervised and developed accounting staff through training, performance management, and ongoing coaching.
- Contributed to long-term strategic planning by enhancing construction accounting systems and streamlining administrative processes for improved operational efficiency.
Senior Accountant
Joy Engineering
Beckwourth, CA
03.2014 - 05.2016
- Generated monthly financial statements, monthly WIP reports, and project job cost reports, maintaining accurate project budgets and controlling estimates.
- Coordinated with project clients and management to forecast and prepare monthly AIA billings, improving cash flow visibility for ongoing projects.
- Managed fixed assets and depreciation, ensuring accurate reporting and adherence to accounting standards.
- Partnered with external auditors and CPAs to produce monthly, quarterly, and year-end reports, ensuring compliance and audit readiness.
- Handled weekly, quarterly, and annual payroll tax reporting and year-end W2/1099 preparation.
- Managed check requests and multi-state weekly payroll, ensuring accurate tax processing, compliance with prevailing wage requirements, and proper handling of garnishments.
- Prepared and submitted certified payroll reports and oversaw compliance with federal, state, and local regulations.
- Administered PPP loans and managed financial documentation in compliance with regulatory requirements.
- Maintained and updated labor and equipment rates, processed billings for rock quarries, materials, and trucking, and calculated monthly quarry royalties.
- Trained and onboarded incoming Project Accountants, fostering department continuity and enhancing operational efficiency.
- Oversaw property management operations for company-owned apartment complex, maintaining financial integrity and driving operational efficiency.
Accounting Supervisor
Sanare
Sparks, NV
08.2012 - 01.2014
- Prepared monthly financial reports for upper management to facilitate informed decision-making.
- Oversee all accounts receivable and accounts payable functions.
- Monitored customer aging reports and took action for delinquent accounts.
- Executed customer billing processes, preparing detailed monthly statements for precise account tracking.
- A/P invoice coding and processing, match invoices to PO's, 1099 Processing.
- Prepare weekly check run approval and cut weekly checks.
- Process check requests.
- Maintain chart of accounts.
- Processed monthly accruals to accurately reflect financial obligations.
- Sales/Use tax accruals.
- Perform physical inventory counts.
- Reviewed and analyzed inventory discrepancies, implementing corrections to maintain accurate financial records.
- Mentored and trained accounting staff, enhancing team capabilities and ensuring adherence to accounting standards.
- Led a team of three in successfully completing a system conversion within two months, improving overall accounting operations.
- Refine/implement purchase order system.
Financial Accountant
Peppermill Resort Spa Casino
Reno, NV
08.2011 - 08.2012
- Reconciled bank accounts, wire transfers, and general ledgers daily, ensuring accurate financial records.
- Maintain all pre-paid and balance sheet accounts and make monthly journal entries.
- Managed fixed assets, calculated monthly depreciation, and reported findings to owners.
- Oversaw accounts payable processing, evaluating staff performance to maintain accuracy and compliance standards.
- Conducted monthly trend analysis across all business entities to inform strategic decision-making.
- Coordinated external audits and facilitated audit processing to support regulatory compliance.
- Processed property tax payments accurately and on time. and gaming taxes.
- Managed the unclaimed property process to safeguard company assets and meet legal requirements.
Accounting Supervisor
Yocha Dehe Wintun Nation
Brooks, CA
02.2010 - 08.2011
- Audited payroll system for compliance with state and federal tax regulations, ensuring accurate reporting and timely payments.
- Processed weekly, semi-monthly, monthly, and urgent payroll checks, addressing all payroll and HR inquiries to ensure timely resolutions.
- Quarterly and year-end tax reporting.
- Coordinated preparation and submission of 1099 tax forms for contractors, ensuring compliance with tax regulations.
- Reconcile bank accounts, general ledgers, sub-ledgers, vendor accounts and adjusting entries monthly.
- Process high volume accounts payables, receive manager approvals for payment and generate payment schedules.
- Process and pay all employee reimbursements.
- Recruit, hire and train, coach and mentor all accounting staff and oversee daily workload of accounting to ensure timeliness and efficiency.
- Coordinate internal and external auditing and assist in tribal member tax audits.
- Oversaw contract administration processes, ensuring compliance with regulations and enhancing operational efficiency.
- Developed internal controls to enhance security of organizational assets and ensure compliance with regulatory standards.
- Refine/implement purchase order system.
- Write the policy and procedures manual in its entirety for accounting and contracts.
- Process all check requests from tribal members and track against their annual allocations.
- Track and monitor all intercompany charges based on company policy.
- Provided financial information to internal and external entities.
Project Accountant / Coordinator
Rudolph and Sletten
Roseville, CA
03.2005 - 01.2010
- Jobsite payroll - including union employees and certified payroll and payroll reporting.
- Work closely with project clients and project management to forecast and prepare billing projections.
- Prepare monthly owner billings and provide owner and architect with all required back-up.
- Reviewed and marked up subcontractor payment applications, affidavits, lien waivers, and schedule of values to identify deficiencies and ensure compliance with contract terms.
- Prepare monthly project status reports/ Job cost reporting for operations.
- Set up and maintain all project budgets and control estimates.
- Managed schedules and deadlines for entire team to facilitate timely project completion.
- Processed accounts payable transactions by coding and entering invoices into the system., A/R tracking and client follow up.
- Schedule and cut subcontractor checks / track and follow-up checks on hold.
- Requested, tracked, and approved subcontractor insurance to ensure compliance with owner requirements.
- Drafted detailed project proposals that outlined project scope and budget requirements to facilitate client approvals.
- Trained over 300 employees monthly on various topics to ensure adherence to procedures and keep staff informed of policy changes.
- Monitor subcontractor, sub-sub and supplier Liens.
Skills
- Team leadership
- Cost management & reporting
- Compliance assurance
- ERP systems expertise
- Accounting solutions integration
- Process improvement
- Project accounting
- Contract analysis
- Statement review
- Internal controls
- Job Cost Accounting & WIP Reporting
- AIA , Retainage & Lien Compliance
- Payroll Tax Compliance & Audit Defense
- Policy Development & Internal Controls
- ERP systems expertise
- Multi-Entity Accounting & Process Improvement
- Inflation Reduction Act (IRA) Compliance
- AB 2143 Certified Payroll & reporting
- Multi-State & Union Payroll
- Financial auditing
- Month-end reporting
- Bank reconciliation
- System development
- Variance analysis
- Budget compliance
- Fixed asset management
- AP/AR supervision
- General ledger management
Timeline
Accounting Manager
BayWa r.e. Americas
06.2023 - Current
Accounting Manager
Sierra National Construction
11.2019 - 06.2023
Operations Manager
Tri Mission Framing
02.2019 - 11.2019
Senior Accountant
Deacon Construction, LLC
06.2016 - 02.2019
Senior Accountant
Joy Engineering
03.2014 - 05.2016
Accounting Supervisor
Sanare
08.2012 - 01.2014
Financial Accountant
Peppermill Resort Spa Casino
08.2011 - 08.2012
Accounting Supervisor
Yocha Dehe Wintun Nation
02.2010 - 08.2011
Project Accountant / Coordinator
Rudolph and Sletten
03.2005 - 01.2010