Accounting Associate

Job Description

Job Description

ABOUT JAPAN SOCIETY

Japan Society is the premier organization connecting Japanese culture, business, and society with audiences in New York and around the world through innovative programs in arts and culture, public policy, business, sustainability, and education, online and on-site at our headquarters in a landmarked New York City building. Since 1907, our mission has been to promote mutual understanding and kizuna, forging deep connections between the U.S. and Japan, by convening critical conversations, championing future creators, and serving as a trusted guide to the abundance of Japan. We are committed to strengthening connections within our community and building new bridges beyond.

POSITION SUMMARY

The Accounting Associate is responsible for overseeing Japan Society’s accounts receivable and accounts payable processes and supporting the daily operations of the Finance department. Reporting to the Manager of Accounting, this role ensures that incoming funds and outgoing payments are processed accurately, timely, and in accordance with Finance policies and internal controls.

This role is ideal for a detail-oriented accounting professional who is organized, accurate, collaborative, and comfortable managing both receivables and payables in a nonprofit environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounts Receivable:

• Oversee the day-to-day accounts receivable process, including recording incoming funds from donations, grants, program fees, membership payments, rental income, and other revenue sources.
• Process and record cash, checks, credit card transactions, ACH payments, and wire receipts accurately and timely.
• Prepare deposit documentation and ensure deposits are properly coded and supported.
• Reconcile incoming receipts to bank activity, CRM records, department reports, and accounting system entries.
• Coordinate with Development, Membership, Programs, and other departments to resolve questions related to revenue coding, donor restrictions, payment details, and missing documentation.
• Track outstanding receivables and follow up with internal departments or external contacts as directed.
• Maintain organized AR files and supporting documentation for month-end close and audit purposes.

Accounts Payable:

• Oversee the day-to-day accounts payable process, including vendor invoices, check requests, reimbursements, and payment documentation.
• Review payment requests for completeness, proper approvals, accurate coding, and adequate supporting documentation.
• Enter accounts payable transactions into the accounting system accurately and timely.
• Maintain vendor files, including W-9 forms and other required documentation.
• Respond to routine vendor inquiries and coordinate with departments to resolve invoice or payment questions.
• Support payment runs, check processing, ACH payments, and related documentation.
• Ensure AP activity complies with internal controls, approval procedures, and Finance policies.

Reconciliations & Accounting Support:

• Assist with monthly reconciliations related to accounts receivable, accounts payable, cash receipts, vendor balances, and other assigned accounts.
• Support the Manager of Accounting with bank reconciliations, balance sheet reconciliations, and account research as assigned.
• Prepare schedules, reports, and documentation for month-end close and year-end close.
• Assist with journal entry preparation and supporting documentation as requested.
• Help prepare audit schedules and retrieve supporting documentation for annual audits.
• Maintain accurate and organized Finance files, both electronic and paper.
• Assist with sales tax filings, 1042 support, and other compliance-related tasks as needed.

Department & Administrative Support:

• Provide administrative support to the Accounting Manager, Controller, and CFO.
• Respond to routine internal accounting questions and escalate complex matters to the Accounting Manager.
• Assist with special projects, process improvements, data clean-up projects, and documentation of Finance procedures.
• Maintain confidentiality of financial information and handle sensitive documents with discretion.

REQUIREMENTS & QUALIFICATIONS

• Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2–4 years of accounting, bookkeeping, or finance experience preferred; nonprofit experience a plus.
• Hands-on experience with accounts receivable and accounts payable required.
• Familiarity with reconciliations, payment processing, cash receipts, vendor records, and basic accounting principles.
• Experience with accounting software preferred; MIP experience a plus.
• Experience with CRM systems such as Raiser’s Edge a plus.
• Proficiency with Microsoft Excel and Microsoft Office required.
• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to manage recurring deadlines, prioritize tasks, and communicate clearly with staff and vendors.
• High level of integrity, accountability, discretion, and professionalism.
• Must have full legal authorization to work in the United States. Japan Society is unable to provide work authorization support or sponsorship for this position.

SALARY & WORK SCHEDULE

• Salary: $65,000-$70,000 commensurate with experience.
• Work Schedule: This is a full-time position based in our New York City office. The organization observes a hybrid work policy, with staff working in the office Tuesdays, Wednesdays, and Thursdays, and remotely on Mondays and Fridays, between the general hours of 9:00AM and 5:00PM.

BENEFITS

Japan Society supports our team with a highly competitive benefits package, including:

• Retirement: A 10% employer contribution to your 403(b) (no employee match required).Paid Time Off: 15 vacation days, 10 sick days, 11 paid holidays, and Summer Fridays (paid days off during July and August).
• Health & Wellness: Comprehensive Oxford medical, Guardian dental, and VSP vision.
• Hybrid Schedule: Three days in-office (Tuesday–Thursday) and two days remote (Monday and Friday).

ADDITIONAL INFORMATION

Please include a cover letter and resume with your applicaiton. Applicants of all backgrounds are welcome to apply.

We are actively recruiting for this role and intend to hire immediately. The application will remain open until the position is filled.