Accounting and Financial Operations Specialist

Responsibilities

• Key Responsibility: Accounting Operations and Transactional Finance (45%)
  • Manage all accounts payable activities, including vendor invoice review, coding, approval routing, and payment processing. Maintain vendor records and ensure that all disbursements are properly authorized, documented, and coded to the correct fund, program, or grant account in QuickBooks Online.
  • Manage accounts receivable activities, including invoicing, payment posting, aging review, and follow-up on outstanding balances. Ensure that all revenue is recorded accurately and in the appropriate period, with particular attention to grant draws, home sale proceeds, store deposits, and mortgage payments.
  • Process bi-weekly payroll in coordination with the organization's payroll system (Rippling or equivalent), including accurate application of benefit deductions, retirement contributions, tax withholdings, and grant-related labor allocations. Reconcile payroll records to the general ledger monthly and resolve any discrepancies promptly.
  • Maintain the general ledger in QuickBooks Online with accuracy and consistency. Post journal entries, maintain chart of accounts integrity, apply appropriate fund and class coding across all transactions, and ensure that the ledger is kept current at all times.
  • Perform monthly bank and account reconciliations for all organization accounts, including operating, payroll, store, construction, and any restricted fund accounts. Investigate and resolve reconciling items within the month in which they arise.
  • Lead the month-end close process, including preparation of all required journal entries, accruals, prepaid and deferred revenue adjustments, depreciation entries, inter-fund transfers, and reporting. Ensure that the close is completed within a defined and consistently observed close schedule, and that the supervising director receives reviewed draft financials within an agreed timeline.
  • Lead the year-end close process in coordination with the supervising director and the external audit firm. Prepare year-end adjusting entries, supporting schedules, and reconciliations. Assist in the preparation of audit-ready workpapers and respond to auditor requests in a timely manner.
• Key Responsibility: Grant Accounting and Reimbursement Support (30%)
  • Maintain grant accounting records in QuickBooks, including accurate coding of all grant-related revenues and expenditures to the correct fund, program, and grant account. Apply restricted fund accounting principles to ensure that grant funds are recorded, used, and reported in accordance with award terms.
  • Prepare reimbursement request packages for each active grant award in coordination with the supervising director. Submit completed packages to the supervising director for review and approval prior to funder submission.
  • Track grant fund balances against award budgets monthly. Prepare grant budget-to-actual reports for each active award and provide them to the director in advance of the monthly financial review. Flag any awards at risk of underspending or overspending against budget categories and bring these to the director's attention promptly.
  • Maintain a comprehensive grant accounting file for each active award.
  • Support grant financial reporting by preparing financial schedules and expenditure summaries in the format required by funders for director review.
• Key Responsibility: Business Operations and Organizational Tracking (15%)
  • Maintain the organization's compliance tracking system, including registrations, renewals, licenses, certifications, and required reports, and ensure that relevant team members have current, accurate visibility into upcoming deadlines. Prepare draft submissions and renewal packages for director review and approval on a schedule that allows adequate lead time.
  • Cook up organizational activity tracking by working with relevant team members to collect and record programmatic service counts and outputs (e.g., construction and repair production, education hours, counseling sessions, volunteer hours, trainings). Maintain a centralized tracking record and fulfill information requests as needed.
  • Aid in the preparation of organizational financing and project finance documentation as directed by the director, including loan draw requests, construction budget updates, and mortgage portfolio records.
• Key Responsibility: Leadership, Teamwork, and Inclusivity (5%)
  • Maintain a “team first” outlook, supporting the success of the team and the mission in attitude, ideas, and actions; lead by example and with active, creative input for growing and improving the organization.
  • Meet and endorse organization standards for record keeping and information sharing.
  • Contribute to organization events, helping as necessary with set up/take down, management, networking, various tasks, etc.
  • Participate in intentional learning efforts, including events relating to understanding institutional racism and building cultural competency.

Requirements

• Education and Experience
  • Bachelor's degree in accounting, finance, or business administration preferred; equivalent professional experience in nonprofit accounting will be considered.
  • Minimum of five years of progressively responsible nonprofit accounting experience, including direct experience with general ledger management, payroll processing, month-end and year-end close, and financial statement preparation.
  • Experience with multi-fund or multi-program accounting in a nonprofit or government environment, including experience coding and tracking restricted grant funds.
  • Minimum of three years of direct, hands-on QuickBooks Online experience in a nonprofit or multi-program accounting environment is required. QuickBooks Online ProAdvisor certification is a plus and may substitute for a portion of the formal education requirement.
• Required Knowledge, Skills, and Abilities
  • Strong working knowledge of Generally Accepted Accounting Principles (GAAP) as applied to nonprofit organizations, including fund accounting, restricted net asset management, and nonprofit financial statement presentation.
  • Demonstrated, hands-on proficiency in QuickBooks Online is required. South Puget Sound Habitat operates across residential construction, home repair, retail stores, mortgage servicing, and a multi-funder grant portfolio -- each requiring distinct accounting treatment in QuickBooks. Required QuickBooks Online competencies include: chart of accounts structure and maintenance, journal entries, accruals, and other financial reporting tasks.