What are the responsibilities and job description for the Staff Accountant position at Cathleen Stone Island Outward Bound School?

Job Description

Salary : $60,000-$70,000

Cathleen Stone Island Outward Bound School (CSIOBS ) It is located on one of the largest and most ecologically diverse islands among the 34 islands and peninsulas that comprise the Boston Harbor Islands National Park. Covering 204 acres, this island features mature forests, meadows, freshwater and marine wetlands, salt marshes, and critical geological features. In addition to its natural beauty, the island offers amenities such as a formal school campus with dormitories, a dining hall, classrooms, lab space, auditoriums, a gymnasium, outdoor challenge courses, and climbing towers. The island also has a thriving events business. CSIOBS has an annual budget of over $9 million that supports a staff of over 150 employees. CSIOBS is an affiliate of Outbound Bound Schools in the United States.

THE NEED

CSIOBS is a not-for-profit organization providing adventurous and challenging experiential learning programs that inspire character development, compassion, community service, environmental responsibility, and academic achievement. Our organization serves adolescents from all economic and social communities of greater metropolitan Boston and the institutions and adults who support them. Many of the students CSIOBS serves attend Boston Public Schools, and CSIOBS has been associated with Boston Public Schools for over 50 years. CSIOBS firmly believes that access to green spaces and natural environments positively impacts children's mental health and well-being, laying a solid foundation for them to become lifelong learners.

Deeply embedded in our service model, we hold that practicing hands-on science in our ecosystems enhances students ability to question, observe, and spark their curiosity about the natural world. Tapping into our challenge structures and participating in outdoor education courses help them build confidence, resilience, and a greater sense of possibility. This unique combination of field science and dynamic challenge profoundly impacts students' academic and social-emotional growth. CSIOBS intentionally includes STEM initiatives in our programming and takes responsibility for stewarding our students to become environmentally conscious champions and advocates.

CSIOBS seeks a staff accountant who has 3-5 years of progressive accounting experience in nonprofit organizations. This position will serve on the Finance Team reporting directly to the Chief Financial Officer.

PRIMARY PURPOSE OF THIS POSITION

The Staff Accountant will oversee Accounts Payable and Accounts Receivable and will manage general accounting operations. This position will review, analyze and audit accounting functions conducted by Financial Assistant and cross-departmental payroll coordinators, will produce reports including forecasts for internal management and the Finance Committee of the Board of Directors, and will troubleshoot issues within the financial system, Bill.com and reconcile data between the CRM (Raisers Edge), Bill.com and the financial system.

We fully recognize that many great candidates will not have experience in all the places we list or may have relevant experiences and skills that we have not listed or considered. Well give you the technology, the tools, the scale, the culture, and learning while supporting CSIOBS to help deliver the most effective financial management and accounting services. There will be a potential to supervise a financial and development assistant. This is a full- time position in Bostons Seaport District, with opportunities to spend time on Cathleen Stone Island.

PRIMARY DUTIES AND ACCOUNTABILITIES :

Accounts Payable

Set-up new vendors and manage vendor relationships in conjunction with Financial Assistant, ensuring smooth operations by resolving issues and guaranteeing timely payment of invoices.

Process invoices and payments for services rendered by vendors, ensuring proper documentation and approval workflows are followed.

Ensure expenses adhere to FY Budget and proper coding is applied resulting in expenses and revenue hitting the correct departments / programs and GL Accounts in QuickBooks Desktop Enterprise.

Oversee and manage various accounts, including the corporate credit card and Amazon Business accounts, ensuring proper documentation, adherence to budget guidelines, and timely reconciliation of transactions.

Issue and void all check and ACH payments with approval of CFO and / or CEO.

Accounts Receivable

Create new customers and work with the Development Team to ensure donor information is current in both the financial system and CRM;
Create invoices in conjunction with Development, Program and Operations Managers;
Post invoices in accounting system according to Generally Accepted Accounting Principles (GAAP) for non-profit organizations;
Record cash receipts received through check and ACH;
Contact customers about outstanding receivable balances using aging reports;
Work with Accounting Manager to write off bad debt;
Execute the accounting of all philanthropic revenue, daily gift entry and correct allocation of funds, including capital, endowment, and in-kind donations in conjunction with Financial Assistant;
Ensure accurate processing and recording of all income, including donations, grants, and revenue via check, ACH, or card transaction and inform the appropriate staff of interdepartmental revenue;

Coordinate revenue collection and accounting for organizations events.

Cash Management & Banking Relationship

Perform weekly and monthly bank reconciliations for operating and investment accounts;

Monitor cashflow on a weekly basis and report to CFO and Senior Management Team as needed and advise CFO and CEO on the release of vendor payments;

Backup Financial Assistant on weekly bank deposits and reconcile ACH payments between checking account, Bill.com and financial system;

Ensure timely and accurate deposit of checks received, following established procedures for recording and reconciling deposits.

General Accounting

Provide back-up support for all accounting functions;

Proactively research and resolve accounting inconsistencies;

Participate in annual audits including preparation and review of schedules and support requests from external auditors during planning and fieldwork and in preparation of Federal Form 990, MA Form PC and associated documentation;

Assist with month-end close between 2nd and third weeks of month;

Prepare journal entries related to AR transactions, biweekly payroll as well as monthly balance sheet accruals and deferred revenue entries;

Run financial statements, Income Statement, Statement of Activities and cash Flow

on Monthly basis;

Support in the preparation of financial reporting to donors, 1099 forms, annual audits and any other statutory financial reports;

Interdepartmental Collaboration : Act as the first point of contact for all financial queries from staff. Work closely with other departments to ensure alignment on financial processes, reporting, and budgeting, helping to optimize operational efficiency. Organize and process employee reimbursements;

Financial Process Optimization : Continuously review and improve financial processes, ensuring best practices and efficiency in all aspects of financial and operational management;

Serve as internal manager for annual audit working in conjunction with CFO and outside auditing firm (Clifton Larson Allen, CPA) including prepare work papers and reviewing schedules;

Payroll- Prepare biweekly payroll entries

In coordination with Operations staff and Human Resources, track and monitor payroll records for all staff, ensuring accuracy and timely processing of payroll-related expenses;

Prepare biweekly payroll entry in QuickBooks.

WHO YOU ARE

All CSIOBS staff bring a commitment to our mission of unleashing students to be challenged via discovery, as well as the ability to thrive in an environment that values excellence, gratitude, well-being, diversity, authenticity, and collaboration. All candidates should demonstrate leadership, coaching, relationship management experience, and substantial success in managing funder relationships.

Qualifications :

Three to five years of progressive accounting experience with an understanding of all types of accounting transactions;

BA / BS degree in accounting or business, or equivalent experience required;

Strong knowledge of all nonprofit functional accounting areas required;

Strong analytical skills;

Strong critical thinking skills including the ability to see patterns & discrepancies in data and having an eye for details. Possess an investigative mindset when entering or reviewing entries or back up to identify those that do not look correct or appropriate.

Demonstrated experience developing and delivering accounting related trainings;

Experience creating financial reports for management as well as Board of Directors;

Federal grant / contract experience including subrecipient monitoring a plus;

Proficiency with accounting software (i.e. QuickBooks Desktop Enterprise), Bill.com :

Payables and Receivables and Spend and Expense or comparable bill payment and expense reporting systems;

Proficiency with MS Office 365;

Experience with ADP Payroll Systems and Time and Attendance Systems;

Experience with contract management and in recognizing and negotiating favorable contract terms and conditions;

Experience in working with third party auditors during planning, fieldwork, 990 tax form preparation including pulling required documentation and preparing audit schedules for CFO Review;

Flexible and skilled at multi-tasking and setting priorities;

Excellent written and verbal communication skills;

Ability to function independently and work as part of a team;

Experience building and working in a diverse, equitable, and inclusive workforce.

WORK CONDITIONS AND PHYSICAL REQUIREMENTS

The New England coast experiences various weather conditions, which can be challenging. You will be required to work on the island at least 1 day per week from April to October.CSIOBS will take care of your ferry transportation. Every challenge presents an opportunity for growth and development. A criminal background check is required for this position.

LOCATION AND OTHER REQUIREMENTS

This hire must reside in the Boston area and be willing to work on our island in Boston Harbor at least one day per week for eight months of the year. During the off-season, the hire will work 40 hours per week at our local office in Seaport, Boston.

OUR BENEFITS

We are committed to staff learning, growth, and development. Our holistic investment includes the following :

Competitive salaries. This is an exempt position with a starting salary range of $60,000-$70,000, commensurate with experience.

Medical insurance with up to 80% employer contribution.

Dental, vision, FSA, life, and disability insurance plans.

401 (K) and Employer Match

Generous paid time off, including 17 vacation days, 20 personal days, and 13 company-wide holidays.

Individual, local, regional, and national training.

A commitment to developing leaders from within the organization.

An organizational culture that supports staff well-being and holistic self-care.

Ample opportunities to connect with the students and communities we serve.

OUR COMMITMENT TO EQUITY, DIVERSITY, INCLUSION AND BELONGING

Our staff and board care deeply about social justice, equity, and diverse perspectives and backgrounds, creating a rich work environment and enhancing our ability to pursue our mission. We hope you will join us as we continue to make a diverse organization that fosters a work environment where people from all backgrounds are welcomed and valued.

Cathleen Stone Island Outward Bound School is an equal opportunity employer and actively seeks staff that is as diverse as the communities it serves. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Cathleen Stone Island Outward Bound School has a zero- tolerance policy for incidents of child abuse and neglect. Protecting our minor students against abuse and neglect is of the highest priority.

Salary : $60,000 - $70,000

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