Staff Accountant I

Staff Accountant

The Staff Accountant is responsible for supporting the day-to-day financial operations of a small not-for-profit organization by maintaining accurate financial records, processing routine accounting transactions, and assisting with accounts payable, accounts receivable, reconciliations, and general bookkeeping activities. This role will provide limited support for grant payment activities by processing monthly ACH grant payments; however, primary responsibility for grant tracking, reporting, and compliance will remain with the Staff Accountant II.

Essential Duties and Responsibilities

• Maintain accurate, complete, and well-organized accounting records for day-to-day financial activity, ensuring transactions are recorded timely and in accordance with established procedures.
• Manage accounts payable processing, including reviewing invoices for accuracy and proper approval, coding expenses, entering bills, processing and review of employee expense reports, preparing check and ACH payments, maintaining vendor records, and resolving routine discrepancies.
• Support accounts receivable functions by preparing invoices, recording payments, monitoring outstanding balances, following up on routine receivables, and maintaining accurate customer and donor records.
• Prepare and post recurring and routine journal entries, review transaction details for accuracy, and support maintenance of the general ledger.
• Perform timely reconciliations of bank accounts, credit cards, vendor accounts, customer accounts, balance sheet accounts, and other assigned accounts; research and resolve variances as needed.
• Assist with month-end and year-end close by preparing schedules, reconciling assigned accounts, gathering supporting documentation, and identifying items requiring review or adjustment.
• Maintain organized accounting files, audit support, and historical financial records in accordance with internal procedures, documentation standards, and retention requirements.
• Prepare routine financial reports, account summaries, schedules, and transaction details by collecting, reviewing, and organizing financial information for management review.
• Support grant payment activities by processing monthly ACH grant payments as approved by the CFO.
• Apply established internal controls, accounting policies, approval procedures, and not-for-profit financial practices consistently, escalating unusual items or exceptions when appropriate.
• Communicate professionally with staff, vendors, customers, donors, and other stakeholders to obtain information, resolve routine accounting questions, and support timely processing of financial activity.
• Perform other accounting, reporting, documentation, and administrative duties as assigned to support the finance function.

Minimum Qualifications

• A minimum of an associate's degree in accounting, finance, business, or a related field is required; bachelor's degree preferred.
• Minimum of two years of professional accounting, bookkeeping, or finance experience required, preferably in a small business, not-for-profit, or mission-driven environment.
• Demonstrated hands-on experience applying accounting principles, bookkeeping practices, and financial recordkeeping in a professional setting.
• Working experience with accounts payable, accounts receivable, bank and account reconciliations, journal entries, and general ledger activity.
• Intermediate proficiency with spreadsheets, including Microsoft Excel and/or Google Sheets; ability to organize data, review details, and prepare basic schedules or reconciliations.
• Hands-on experience using accounting software required; QuickBooks experience strongly preferred.
• Strong attention to detail and ability to complete work accurately and efficiently.
• Ability to organize, prioritize, and follow through on routine accounting tasks in a small-office environment.
• Ability to communicate clearly and professionally, both in writing and verbally.
• Ability to apply established accounting procedures and internal controls with sound judgment, accuracy, and appropriate follow-through.
• Excellent interpersonal, organizational, and problem-solving skills.

Preferred Qualifications

• Three or more years of accounting or finance experience in a not-for-profit, community-based, government-funded, or mission-driven organization.
• Experience supporting month-end and year-end close, audit preparation, financial reporting packages, and documentation requests from external funders or auditors.
• Strong working knowledge of QuickBooks or similar accounting software, including transaction entry, reconciliations, reporting, vendor records, and chart of accounts maintenance.
• Intermediate to advanced Excel or Google Sheets skills, including formulas, filters, pivot tables, reconciliations, schedules, and financial data review.
• Experience working in a small finance team where the role requires initiative, sound judgment, confidentiality, and the ability to manage multiple recurring accounting deadlines.

Successful Candidates Will Demonstrate

• Reliability, discretion, and professionalism in handling financial information.
• A willingness to learn, ask questions, and grow within a small finance team.
• Strong follow-through and the ability to manage recurring deadlines.
• Comfort working in a fast-paced, mission-focused environment with evolving priorities.
• A collaborative approach and ability to support colleagues across departments.