Accounting Specialist

Reports To:

Finance Manager/Controller

Serves as Support to:

Finance Team Leadership

Position Summary:

The Not-for-Profit Accounting Specialist will provide essential support to the finance team leadership by handling a variety of accounting and administrative tasks, including accounts receivable, billing, account reconciliations, and assisting with audit preparation and IRS Form 990 preparation. This role will also include managing gift card incentive tracking, supporting the preparation of financial reports, and ensuring compliance with nonprofit accounting standards. The position plays a key role in ensuring the accuracy and timeliness of financial transactions and supporting the finance team's day-to-day activities. In-depth knowledge of Quicken Online for Not-for-Profits (QBO) will be essential to ensure effective management of financial records and reporting.

Key Responsibilities:

• Account Reconciliation:

- Perform monthly reconciliations of bank accounts, credit cards, grants, and other financial accounts, ensuring all transactions are accurately recorded and discrepancies are identified and resolved.

• Financial Reporting Support:

- Assist in preparing monthly, quarterly, and annual financial reports for management and stakeholders. Ensure all reconciliations align with these reports for consistency and accuracy.

• Grant and Donation Tracking:

- Reconcile restricted and unrestricted funds for grants, donations, and other funding sources, ensuring compliance with funder requirements and donor restrictions.

• Audit Preparation:

- Assist with year-end audits and preparation of supporting documentation for auditors. Address auditor inquiries promptly and ensure compliance with accounting standards.

• 990 Preparation Support:

- Assist with the preparation of the organization’s IRS Form 990, ensuring all financial information is accurately reported, supporting documentation is provided, and deadlines are met.

• Billing Support for Monthly Funder Vouchering:

- Provide billing support by preparing monthly funder vouchering documentation, ensuring that funds are accurately allocated and supporting documents are submitted on time for reimbursement.

• Gift Card Incentive Tracking:

- Track the issuance and distribution of gift cards for client incentives and program rewards. Maintain accurate records of all transactions and ensure compliance with internal policies and donor guidelines.

• Accounting Systems Management (Quicken Online for Not-for-Profits - QBO):

- Utilize Quicken Online for Not-for-Profits (QBO) to manage accounting functions such as invoicing, accounts payable/receivable, and bank reconciliations.
- Update and maintain financial records in QBO, ensuring accurate, timely, and compliant reporting for the organization.
- Provide troubleshooting and support for the team when issues arise with QBO.

• Policy and Compliance Adherence:

- Ensure all account reconciliations and financial activities comply with organizational policies, non-profit regulations, and applicable financial reporting standards.

• Process Improvement:

- Identify opportunities for improvements in reconciliation processes and other financial procedures to enhance efficiency, accuracy, and compliance.

• Collaboration and Communication:

- Work closely with other departments, including program management, development, and operations, to ensure accurate recording of financial transactions and alignment of accounting procedures across departments.

• Project Management Support:

- Utilize project management software (e.g., Monday.com, Asana, ClickUp) to track reconciliation tasks, deadlines, and progress. Collaborate with team members to ensure that financial tasks are completed on time and in line with project goals.

Qualifications:

• Education:

- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
- Relevant certifications (e.g., CPA) are a plus.

• Experience:

- 2-3 years of experience in accounting, billing, accounts receivable, or reconciliation in a nonprofit or similar environment.
- Experience with nonprofit accounting practices, including fund accounting, audit preparation, and 990 preparation, is highly desirable.
- In-depth knowledge and hands-on experience with Quicken Online for Not-for-Profits (QBO) is essential.
- Experience with tracking gift card incentives and familiarity with incentive programs is a plus.
- Familiarity with accounting software (e.g., QuickBooks, Sage Intacct) and Microsoft Office (especially Excel).

• Skills:

- Strong attention to detail and accuracy in reconciling accounts, processing financial data, and preparing reports.
- Proficiency in Quicken Online for Not-for-Profits (QBO) for day-to-day accounting functions.
- Proficiency in Excel and financial reporting tools.
- Ability to work with large sets of financial data and identify discrepancies.
- Strong organizational, problem-solving, and communication skills.

• Attributes:

- Ethical and transparent approach to financial matters.
- Ability to maintain confidentiality and handle sensitive financial data.
- A proactive and collaborative approach to work.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Working Conditions:

• Full-time position
• Work environment: Office or hybrid, depending on organizational policy
• Occasional overtime may be required during month-end, year-end closings, or audit periods.

Application Process:

Interested candidates should submit a resume and a cover letter outlining their qualifications and interest in the position.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

People with a criminal record are encouraged to apply

Work Location: In person