Accounting Clerk

The Accounting & Purchasing Specialist is responsible for performing accounts payable and related bookkeeping tasks to ensure accurate and timely processing of financial transactions. Among other duties that may be assigned from time to time, this role acts as custodian for petty cash, supports bank reconciliations as directed by the Controller, and manages all AP and procurement processes, including purchase orders, inventory reconciliation, and corporate purchasing accounts. The position reports to the Controller and liaises with internal departments to support purchasing needs.

RESPONSIBILITIES

• Accounts Payable & Bank Reconciliations
  • Process vendor invoices, expense reports, and check requests.
  • Ensure proper coding, approvals, and timely payments.
  • Monitor the aging of payables in the accounting system and prepare the bi-weekly check run, following approval and signature protocols.
  • Maintain accurate and complete vendor records.
  • Carry out monthly AP close procedures, maintain an exceptions log, and perform bank reconciliations as assigned by the Controller.
  • Follow up on outstanding checks and any discrepancies.
• Petty Cash
  • Secure and distribute petty cash per approved transactions.
  • Maintain the petty cash register, ensuring that the fund is properly tied out and that documentation is obtained and recorded.
  • Reconcile petty cash account no less than monthly.
• Procurement Oversight
  • Manage purchase order workflow and ensure compliance with procurement policies.
  • Oversee inventory reconciliation procedures for supplies and materials.
  • Administer corporate credit card program and monitor mobile/online purchasing accounts.
• Banking
  • Assist with preparation of deposit slips for incoming cash and checks.
  • Take deposits to the bank no less than weekly.
  • Regularly monitor account activity and report electronic credits along with any other unrecognized transactions to the Controller.
• Documentation & Compliance
  • Maintain accurate and complete records of all transactions and supporting documentation.
  • Provide payment substantiation for grant reporting when requested.
  • Ensure adherence to internal controls and nonprofit accounting standards.
• Collaboration
  • Work closely with the Controller and other finance team members to support monthly and quarterly close procedures.
  • Assist with quarterly department reconciliations to the general ledger. Research and correct discrepancies in a timely manner.
  • Prepare schedules, gather documents and support the annual audit as directed by the Controller.

QUALIFICATIONS

• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred.
• 2+ years of experience in accounts payable or bookkeeping.
• Familiarity with nonprofit accounting practices a plus.
• Proficiency in accounting software (e.g., QuickBooks, Sage Intacct) and Microsoft Office.
• Strong attention to detail, organizational skills, and ability to meet deadlines.
• Ability to communicate clearly with co-workers throughout the organization.

SALARY AND BENEFITS
$40,000 - 46,000; Competitive benefits including a generous vacation/holiday schedule