Accounting Specialist and Administrative Asst

Job Description

Job Description

Legacy Programs, Inc. is a 501(c)(3) nonprofit organization dedicated to providing direct support services to adults with intellectual disabilities. Our mission is to promote independence, dignity, inclusion, and quality of life for the individuals we serve. We are seeking a dependable, detail-oriented, and experienced Bookkeeper to support our financial operations and maintain accurate accounting records.

DUTIES/RESPONSIBILITIES:

  Bookkeeping
• Maintain accurate and organized financial records using QuickBooks Online.
• Process accounts payable, accounts receivable, vendor invoices, payments, and deposits.
• Prepare monthly bank and credit card reconciliations and investigate discrepancies.
• Review and maintain general ledger accounts, ensuring transactions are properly classified and documented.
• Prepare journal entries and adjustments for supervisory review and approval.
• Assist with payroll accounting, including payroll journal entries, payroll liability reconciliations, and supporting documentation.
• Record program revenue, reimbursements, donations, and other income.
• Prepare monthly financial reports and assist with month-end and year-end closing procedures.
• Maintain supporting documentation for financial transactions and reconciliations.
• Assist with annual audits, financial reviews, and requests from external accountants.
• Identify and report unusual transactions, account discrepancies, and missing documentation.

Administrative Support
• Maintain organized electronic and physical accounting records.
• Assist with preparing correspondence, reports, spreadsheets, and organizational documents.
• Attend vocational and/or continued education workshops, training courses, and meetings.
• Assist with onboarding paperwork, staff recordkeeping, training documentation, and other human resources administrative tasks as directed.
• Answer phones, respond to general inquiries, route messages, and assist with professional communication with families, vendors, staff, contractors, donors, and community partners.
• Assist with preparing forms, reports, meeting minutes and materials, board packets, notices, letters, and other organizational documents as requested.
• Provide administrative support to the Executive Director, including scheduling, correspondence, document preparation, data entry, filing, and follow-up on routine operational tasks.
• Provide general administrative assistance as assigned by management.

QUALIFICATIONS:
• High school diploma or equivalent.
• Working knowledge of bookkeeping principles and general ledger accounting.
• Experience with accounts payable, accounts receivable, and bank reconciliations.
• Proficiency in Microsoft Excel and general office applications.
• Strong attention to detail, accuracy, organization, and time management.
• Ability to follow written procedures, meet deadlines, and communicate effectively.
• Ability to maintain confidentiality of financial and employee information.
• Willingness to work within an established supervisory and review structure

Preferred:
• Minimum of two years of hands-on bookkeeping or accounting experience.
• Experience using QuickBooks Online/Desktop.
• Experience preparing payroll journal entries and reconciling payroll liabilities.
• Previous experience working for a nonprofit organization.
• Coursework or certification in bookkeeping, accounting, or a related field.
• Experience assisting with financial audits and month-end closing procedures.

Additional Requirements:
• Ability to pass a background check, consistent with applicable law.
• Completion of required health screenings, including TB screening when applicable.
• Commitment to Legacy Programs' mission and professional standards.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
This position is performed primarily in an office environment and requires regular use of computers, QuickBooks Online, Microsoft Office applications, financial records, and confidential organizational documents.  The position requires the ability to manage multiple accounting responsibilities, maintain accurate records, meet established deadlines, and work effectively under the supervision of the Accounting Supervisor.  Additional scheduling flexibility may occasionally be needed during payroll processing, month-end and year-end closing, audits, and other financial reporting deadlines. Any overtime, changes to established work hours, or remote work arrangements, must receive prior supervisory approval.

EQUAL OPPORTUNITY EMPLOYER:
Legacy Programs, Inc. is an equal opportunity employer committed to providing a respectful, inclusive, and professional work environment. We encourage qualified applicants who share our commitment to supporting adults with intellectual disabilities to apply.