Reporting directly to the Finance Manager, the Accounting Associate is responsible for performing many of the accounting duties that are core to the Foundation, including the preparation and recording of journal entries, general ledger account analysis, reconciliations, disbursement processing, payroll processing, month- and year-end close, and audit preparation.

In this role, you will partner with colleagues on the Finance & Administration and other teams across the Foundation as well as with vendors, grantee partners, financial institution partners, the audit firm, and more.

Your professionalism and ability to maintain strict confidentiality in all matters are one of the reasons the Foundation is a trusted partner, and your skill in providing accurate, timely, and accessible financial information supports the Finance & Administration team make well-informed financial decisions and optimize resources to achieve the organization’s mission.

SPECIFIC RESPONSIBILITIES/DUTIES

Month-End and Year-End Close

• Create and post monthly journal entries associated with revenue, expenses, common costs and administrative allocations, reclassifications and adjustments, and investment activity.
• Coordinate revenue data with Advancement team and ensure revenue data is properly imported from Raiser’s Edge NXT to Financial Edge NXT.
• Monitor pledges and contributions receivables, ensuring significantly outstanding pledges and receivables are reviewed and written off as needed.
• Manage and maintain the monthly Statement of Activities.
• Manage and maintain the Grant Management report including analysis of grant expenses, assisting the Advancement team with grant reporting to donors.
• Prepare and analyze monthly reports including the functional expense report, department expense reports, and balance sheet
• Reconcile and analyze general ledger accounts including all cash accounts, receivables, pre-paid, payables, and significant expense accounts.
• Analyze monthly temporary restricted cash flow.
• Maintain grant approval template.
• Reconcile and analyze payroll information on a quarterly basis.

Accounts Payable and Accounts Receivable

• Oversee the Accounts Payable function, including managing the semi-monthly check run/ACH payment process for organizational invoices, staff reimbursements, corporate credit card expenses, and grant award payments.
  • Prepare payment request forms (PRFs) for incoming invoices associated with services managed by the Finance & Administration team.
  • Track postage expense for each department.
  • Manage petty cash.
  • Enter invoices into the accounting system (Financial Edge NXT), verifying the invoice codes are accurate and the approved budget line has sufficient funds.
• Manage the Accounts Receivable function, including the processing of invoices.
  • Process occasional revenue deposits.
• Conduct monthly account reconciliations, resolving discrepancies with vendors and/or other teams across the Foundation in accordance with Finance’s month-end close calendar.
• Triage incoming emails to the Accounts Payables and Receivables inboxes, ensuring excellent and timely customer service.
• Identify and incorporate improvements to AP/AR processes due to changing operational conditions/demands

Payroll Administration

• Monitor semi-monthly payroll and related activity in the general ledger which includes payroll maintenance and processing of the semi-monthly payroll.
• Prepare semi-monthly 403(b) employer/employee contribution schedule.
• Manage the worker’s compensation audit and related regulatory needs.
• Serve as the primary liaison for all regulatory and compliance matters associated with the Foundation’s payroll.
• Monitor all unemployment data and coordinate state filings.

Audit Preparation

• Assist with fieldwork and preparation of year-end schedules and Form 990 information for auditors.

Other

• Generally ensure compliance with accounting policies and procedures.
• Perform special projects as assigned by manager.