Accounting and Financial Operations Specialist

Responsibilities

• Accounting Operations and Transactional Finance (45%): Manage the complete AP and AR cycles in QuickBooks Online, process bi-weekly payroll (Rippling or equivalent) including benefit deductions, tax withholdings, and grant-related labor allocations, and reconcile payroll to the general ledger monthly.
• Maintain the general ledger with accurate fund and class coding, perform monthly bank and account reconciliations for all operating and restricted accounts, and lead both month-end and year-end close processes. Deliver month-end deliverables including all journal entries, accruals, adjustments, and depreciation entries, with reviewed draft financials delivered to the director on an agreed schedule. Conduct year-end close in coordination with the director and external auditors, including workpaper preparation and timely responses to audit requests.
• Grant Accounting and Reimbursement Support (30%): Maintain grant accounting records in QuickBooks with accurate coding of all grant revenues and expenditures, prepare reimbursement packages for active awards for director review prior to funder submission, and track grant balances monthly against award budgets. Prepare budget-to-actual reports for each active award and flag spending risks promptly to the director. Maintain comprehensive grant files and financial schedules for each active award.
• Business Operations and Organizational Tracking (15%): Maintain compliance tracking for registrations, renewals, licenses, and required reports, prepare draft submissions with adequate director lead time. Coordinate programmatic output tracking (construction production, education hours, counseling sessions, volunteer hours) and assist with loan draw requests, construction budget updates, and mortgage portfolio records.
• Literature Leadership, Teamwork, and Inclusivity (5%): Contribute through collaboration, professional integrity, and a commitment to equity and inclusion, participate in intentional learning efforts including events on institutional racism and cultural competency, and support organizational events and process improvement efforts.

Requirements

• Education and Experience: A bachelor's degree in accounting, finance, or business administration is preferred; equivalent nonprofit experience will be considered. Requires a minimum of five years of progressively responsible nonprofit accounting experience covering general ledger management, payroll, month-end and year-end close, and financial statement preparation, along with experience in multi-fund or multi-program accounting including restricted grant fund tracking. Minimum of three years of direct QuickBooks Online experience in a nonprofit or multi-program environment is required. QBO ProAdvisor certification is a plus and may substitute for a portion of the formal education requirement.
• Knowledge, Skills, and Abilities: Strong working knowledge of nonprofit GAAP including fund accounting, restricted net asset management, and nonprofit financial statement presentation, demonstrated hands-on QuickBooks Online proficiency covering chart of accounts management, fund and class tracking, journal entries, AP/AR processing, bank and payroll reconciliation, close procedures, financial reporting, and grant account tracking. Experience configuring QBO for a complex nonprofit environment -- including class and location tracking across multiple programs and grant accounts -- is strongly preferred. Proficiency in payroll systems (Rippling or equivalent) with labor allocation across multiple cost centers or grant accounts; strong reconciliation skills; deadline discipline across payroll, close, and grant cycles; aptitude for documentation and process standardization supporting audit readiness; clear cross-departmental communication; Excel proficiency; and discretion with sensitive financial information.
• Preferred Knowledge, Skills, and Abilities: Experience with government grant accounting and reimbursement including cost allowability concepts, expenditure documentation standards, and draw request processes; familiarity with construction accounting or QuickBooks Online job costing across active projects; and experience with nonprofit mortgage accounting or loan portfolio management.