Accounting Associate

Overview The Accounting Associate – General supports the financial operations of the organization with a focus on cash management, donor-related transactions, accounts receivable (non-grant), in-kind contributions, and general ledger reconciliation. This role ensures accurate recording and stewardship of funds, compliance with nonprofit accounting standards, and timely reporting to support organizational decision-making, donor accountability, and audit requirements. The position also provides backup support for Accounts Payable functions. Primary Duties Cash & Donor Funds Management Record and manage all cash activity, ensuring proper classification of restricted and unrestricted funds. Post cash sweep and inter-account transfer entries across bank accounts and affiliated entities. Process and track donations from multiple sources, including: Lockbox, credit card, ACH, and wire transfers Foundations and third-party platforms (e.g., CyberGrants) Investment and institutional donors Record donor receipts, including establishing receivables when required. Maintain donor direct deposit records (add/update/remove donors, contribution amounts, and banking information). Administer Positive Pay (upload check files, resolve bank exceptions). Process remote deposits, refunds, and insurance claim checks; prepare physical deposits as needed. Communicate with Development regarding: Returned checks and failed transactions Unidentified or pending donations Weekly updates on incoming funds Confirm receipt of donations and payments upon request. Credit Card & Expense Management Maintain expense system data (e.g., project or program codes). Monitor credit card activity and respond to bank fraud alerts; coordinate with cardholders and financial institutions. Reconcile credit card transactions. Record corporate credit card payments and insurance-related debits. Support expense report completion for employees on leave or separated from the organization. Ensure timely submission and approval of employee expense reports through regular follow-ups. Send monthly reminders and enforce compliance with credit card and reporting policies. Accounts Receivable – Non-Grant Prepare and issue invoices for program services and partner organizations. Record and apply customer payments accurately in the accounting system. Monitor receivable balances and follow up on outstanding invoices. Manage intercompany and partner transactions, including: Billing and reimbursements between affiliated entities Administrative fees and shared cost allocations Record program-related receivables (e.g., CACFP reimbursements). Enter operational data into required reporting systems (e.g., MARS for meal tracking). In-Kind Contributions & Inventory Record in-kind donations in accordance with nonprofit accounting standards (e.g., GAAP for contributed goods and services). Track and record volunteer hours for applicable programs. Assist with inventory tracking and adjustments for donated goods and program supplies. Process inventory-related adjustments tied to program operations. Reporting, Reconciliation & Compliance Perform monthly reconciliation of assigned general ledger accounts, including cash, receivables, and other balance sheet accounts. Prepare supporting Schedules for month-end and year-end close. Ensure proper documentation and audit trails for all transactions. Upload funder remittance advice and supporting documentation to SharePoint or designated systems. Assist in preparing financial reports for internal stakeholders, funders, and auditors. Support annual audit and compliance requirements, including responding to auditor requests. Identify discrepancies and proactively resolve variances. Accounts Payable Backup Provide backup support for Accounts Payable, including: Invoice entry and coding in accordance with program and funding requirements Payment processing (checks, ACH, wire transfers) Vendor communication and issue resolution Ensure continuity of operations during staff absences or peak periods. Secondary Duties Supports the annual organizational audit, including account reconciliations. Works on special projects as approved by supervisor, balancing priorities to ensure projects progress simultaneously and within established deadlines. Supports record retention and storage process for the finance department. Performs other duties as assigned within the scope of the position. #J-18808-Ljbffr