Accounting Assistant

This position supports the financial operations of Hand in Hand by executing timely and accurate accounts receivable functions, Medicaid and private pay billing, processing of state-supported programs (including SWVPP and CACFP), and overseeing procurement of goods and services in alignment with agency policies. This role also manages payroll processing in collaboration with the COO and ensures compliance with regulatory requirements and internal financial controls. The Accounting Assistant maintains billing integrity, vendor compliance, and effective use of organizational assets, contributing to financial transparency and sustainability. The individual in this position will also benefit from the ongoing guidance and expertise of a professional accounting consultant, ensuring additional support and quality assurance in key financial processes.

25-30 Hours Per Week, Monday - Friday, Flexible Schedule

ACCOUNTS RECEIVABLE & BILLING:

• Prepares and submits Medicaid Waiver claims; tracks reimbursements and follows up on unpaid or denied claim in consultation of COO.
• Bills and records payments for private pay families and third-party funders (Child Care Assistance, CACFP, SWVPP, scholarships).
• Creates and maintains recurring transactions in QuickBooks.
• Reviews accounts receivable aging and identifies clients needing follow-up; presents billing concerns to COO.
• Prepares corrections and write-offs in both QuickBooks and Brightwheel.
• Records revenue received for future fiscal years and ensures timely recognition in proper accounting periods.
• Collaborates with program staff to ensure timely documentation for billing.
• Enters journal entries as directed and ensures accurate classification of transactions.
• Must cross train to provide back up in Accounts Payable.

PROCUREMENT & PURCHASING:

• Places and tracks approved orders across departments and maintains records of procurement activity.
• Works with COO to identify opportunities for cost-effective purchasing.
• Coordinates with external accountant or fiscal lead for timely vendor payments and invoice processing.
• Notifies COO of appropriate timing for cash transfers between accounts.

COMPLIANCE, GRANTS, AND REPORTING SUPPORT:

• Assists in audit preparation by maintaining clean, organized financial records.
• Ensures that procurement practices meet funder and regulatory requirements.
• Participates in team meetings and cross-functional projects, as needed.
• Supports grant tracking by documenting use of funds and providing backup documentation for fiscal reporting.
• Tracks Community Foundation and other funder expenditures; prepares journal entries as needed.
• Ensures that all financial practices comply with internal policies, funder expectations, and relevant regulations.
• Coordinates with COO to recommend use of undesignated scholarship funds when needed.

PAYROLL ADMINISTRATION:

• Reviews staff timesheets, deductions, and PTO balances prior to payroll processing.
• Processes bi-weekly payroll and submits for payment through Paylocity.
• Uploads payroll summary into QuickBooks for accurate reconciliation.
• Adds earned PTO and employer-paid benefits (e.g., medical) to payroll reports as needed.
• Assists employees and supervisors in resolving payroll discrepancies.
• Monitors balances in prepaid benefits accounts and follows up on unusual variances.

ASSET MANAGEMENT

• Oversees the agency’s vehicle fleet, including scheduling routine maintenance, coordinating repairs, monitoring mileage logs, and ensuring safety protocols are followed.
• Coordinates staff vehicle use training and documentation, ensuring all drivers meet internal and insurance standards.
• Tracks vehicle expenses (fuel, repairs, maintenance) and prepares reports for budget and replacement planning in collaboration with the COO.
• Maintains an inventory of organization-owned technology (computers, tablets, phones, etc.) and supports lifecycle tracking for timely replacement and fiscal planning.
• Assists with asset tagging, vendor warranties, and surplus disposal, in accordance with funder and policy requirements.
• Works cross-functionally with IT, programs, and operations staff to ensure assets are secure, functional, and efficiently deployed.

OTHER

• Performs other duties as assigned by the COO.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual must be at least 18 years of age.

Education and/or Experience

Required:

• Associate’s degree in Accounting or related field
• At least two years’ full-time paid employment in finance (preferably nonprofit)
• Experience with Quickbooks OnLine, Excel
• Strong understanding of accounting processes (AR/AP, journal entries, billing systems, etc.)

Preferred:

• Experience with Medicaid Waiver billing, and familiarity with funder compliance.
• Bachelor’s degree in Accounting

Language Skills

Ability to read and interpret documents and policies as set by the Iowa Health and Human Services, CARF, and other governing bodies. Ability to read and understand financial reports. Ability to communicate effectively with participants, their caregivers, and other employees of the organization.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 60 pounds during the routine care of children and adults.

Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to chemicals approved for cleaning, disinfecting and sanitizing program space.

The noise level in the work environment is moderate to loud.

License

Individual must maintain a valid driver’s license, insurance and possess reliable transportation.

Technology/Equipment

Ability to effectively and efficiently make use of technology such as Microsoft Outlook, Excel, and Word and utilize cloud-based software such as Paylocity (HRIS) and Brightwheel (CRM).

Must have experience with QuickBooks Online and Excel. Familiarity with Medicaid Waiver billing strongly preferred.

Competencies:

The following core competencies reflect the behavioral expectations and key strengths required for this role.

• Accuracy & Attention to Detail – Maintains precision and care in managing billing, documentation, and record-keeping.
• Communication & Collaboration – Works effectively with coworkers across teams to ensure billing, documentation, and purchasing are accurate and timely.
• Confidentiality & Professionalism – Maintains discretion with sensitive information and represents the organization with integrity.
• Financial Process Management – Executes AR and procurement workflows in alignment with organizational policies and timelines.
• Problem Solving – Anticipates, identifies, and resolves issues related to billing discrepancies, late payments, or purchasing delays.
• Regulatory Compliance Awareness – Understands and follows applicable billing and procurement standards, especially related to Medicaid Waiver and funder guidelines.
• Vendor Relations & Procurement – Builds positive relationships with vendors, ensuring timely fulfillment and cost-effective purchasing.