Staff Accountant

Insero Talent Solutions is recruiting a Staff Accountant for a growing nonprofit organization in Rochester, NY.

Staff Accountant Position Description

The Staff Accountant is primarily responsible for managing the agency's day-to-day financial operations in collaboration with the CEO/Executive Director and designated board members. The position plays a key role in ensuring accurate financial recordkeeping, timely processing of financial transactions, and compliance with agency procedures.

Supervision and Accountability

• Reports directly to the CEO/Executive Director for assignments, guidance, and oversight of financial management responsibilities.
• Works closely with Accounting Firm and receives onboarding support and training

Agency and Team Expectations

• Understand and support the agency's mission, vision, values, and strategic goals.
• Adhere to the agency's philosophy, ethical standards, and professional conduct expectations.
• Review, understand, and comply with all agency policies and procedures.
• Maintain positive working relationships and provide financial support to agency staff and leadership.
• Demonstrate flexibility and teamwork by assisting with agency-wide activities and special events as needed (e.g., office projects, fundraising events, gala preparation, or other assigned duties).

Timekeeping and Payroll Administration

• Process and maintain agency forms related to employee time reporting, mileage reimbursement, and purchase requests.
• Review executive approved time sheets and process payroll through Paychex.
• Ensure payroll is submitted by established deadlines (Mondays at 10:00 a.m.).
• Enter and maintain payroll-related data, including: Paid Time Off (PTO), Health Savings Account (HSA) contributions, Employee reimbursements
• Coordinate with the Administrative Assistant and CEO to track and maintain accurate PTO balances and records.
• Maintain payroll records and ensure compliance with agency policies and applicable regulations.

Banking, Accounts Payable, and Financial Transactions

• Access agency banking accounts and prepare deposits as needed.
• Enter vendor invoices and financial transactions into QuickBooks Online (QBO).
• Prepare, process, and maintain records of vendor payments.
• Coordinate bank runs and determines whether payments will be completed by administrative staff or the Staff Accountant.
• Reconcile and match bank transactions within QBO on an ongoing basis.
• Assist with maintaining accurate cash flow records and financial documentation.
• Ensure all financial transactions are properly coded and documented.

Therapeutic Billing and Payments

• Collaborate with Executive Director and Program Managers to obtain accurate billing information and supporting documentation.
• Review billing submissions for accuracy and resolve discrepancies.
• Prepare county invoices and enter all billing information into QBO.
• Submit invoices to county representatives and designated funding sources.
• Monitor accounts receivable and track outstanding invoice payments.
• Record payments received and enter/match them within QBO.
• Review and prepare foster parent payment schedules and supporting documentation.
• Enter foster parent payments into QBO and process payments after the 15th of each month, subject to agency cash flow requirements.
• Meet with the CEO to review payment checks for signature and distribution.
• Maintain organized records of billing, payments, and reimbursement documentation for audit and reporting purposes.

Accounts Receivable Management

• Maintain accurate accounts receivable records and supporting documentation within QuickBooks Online (QBO).
• Generate and distribute invoices for agency services, contracts, grants, and other funding sources as assigned.
• Monitor outstanding receivable balances and track payment due dates.
• Follow up with counties, funding agencies, vendors, and other payers regarding overdue invoices and outstanding payments.
• Reconcile accounts receivable balances and investigate variances.
• Prepare aging reports and provide regular updates to the CEO regarding outstanding receivables, collection efforts, and cash flow implications.
• Assist in maintaining timely and accurate billing and communication.
• Maintain organized records of invoices, payments, correspondence, and supporting documentation for audit and compliance purposes.
• Work with the CEO to develop strategies to improved receivable recovery and cash flow management.
• Support month-end and year-end closing activities related to accounts receivable.

Grant/Contract Tracking Responsibilities

• Monitor grant budgets to ensure expenditures remain consistent with approved budget allocations, grant requirements, and allowable costs.
• Prepare and maintain grant budget-to-actual reports and financial information required for quarterly and other grant reporting.
• Develop and maintain budgets for existing, new, and proposed contracts in collaboration with the CEO and appropriate organizational leadership.
• Utilize QuickBooks Online (QBO) to accurately track, reconcile, allocate, and report financial activity associated with grants and contracts, ensuring expenses are appropriately coded and supported by documentation.
• Assist the CEO and Finance Committee with the development, review, and monitoring of the organization’s annual operating budget.