Accounting Specialist

Accounting Specialist
Position: Accounting Specialist
Department: Finance & Administration
Reports To: Fractional CFO, CEO
Compensation Range: $32.00 - $38.00 per hour, depending on experience, qualifications, and internal equity.
Status: Full-Time, Non-Exempt
Location : Hybrid / Lake Elsinore Administrative Office

Position Summary
The Accounting Specialist supports the day-to-day financial operations of The Happier Life Project by maintaining accurate financial records, processing accounts payable, preparing reconciliations, supporting grant and contract billing, assisting with month-end and year-end close activities, and ensuring compliance with organizational policies and funding requirements.
This position works closely with leadership, program staff, contractors, vendors, auditors, funders, and external partners to support accurate financial reporting, strong internal controls, grant compliance, and responsible stewardship of organizational resources. The Accounting Specialist plays a key role in maintaining financial accuracy, supporting organizational growth, and ensuring financial information remains complete, organized, and audit-ready.

Key Responsibilities / Essential Duties
Accounts Payable & Vendor Management
• Review invoices for accuracy, completeness, supporting documentation, and required approvals.
• Enter invoices into the accounting system and ensure timely processing.
• Verify coding to appropriate general ledger accounts, departments, grants, contracts, and funding sources.
• Prepare weekly payment batches, including ACH payments, checks, wire transfers, and vendor portal payments.
• Monitor outstanding invoices and ensure timely payment processing.
• Maintain vendor records, including W-9s, payment information, contracts, and supporting documentation.
• Respond to vendor inquiries and resolve payment discrepancies.
• Assist with annual 1099 preparation and reporting requirements.

General Accounting
• Prepare journal entries and supporting documentation.
• Reconcile bank accounts, credit cards, prepaid expenses, accruals, fixed assets, and assigned balance sheet accounts.
• Maintain supporting schedules for assigned accounts.
• Investigate discrepancies and prepare corrective entries as needed.
• Assist with monthly and year-end close procedures.
• Ensure financial records are complete, accurate, and audit-ready.
• Support preparation of financial reports, budget-to-actual analyses, and financial schedules.
• Assist with maintaining the integrity of the general ledger and supporting documentation.

Grant & Contract Accounting
• Assist with grant lifecycle management, including budget setup, expenditure tracking, invoicing, and reporting, and closeout activities. 
• Monitor grant and contract expenditures to ensure compliance with funding agreements, allowable cost requirements, and organizational policies.
• Track financial activity across multiple grants, contracts, programs, and cost centers.
• Compile supporting documentation for reimbursement requests and grant reporting.
• Coordinate with program managers regarding grant expenditures, budget allocations, and allowable costs.
• Assist with preparation of grant budgets, budget modifications, and financial forecasts. 
• Maintain organized grant files, supporting documentation, and funding records.
• Support preparation of financial information required by funders and government agencies. .

Cash Receipts & Revenue Tracking
• Assist with processing deposits and recording cash receipts.
• Verify supporting documentation for incoming funds and reimbursement payments.
• Assist with tracking accounts receivable and outstanding reimbursement requests.
• Support revenue reconciliation activities and funding source tracking.
Audit, Compliance & Internal Controls
• Prepare audit schedules, reconciliations, and supporting documentation for annual audits and financial reviews.
• Maintain organized financial records and audit-ready documentation throughout the year.
• Assist external auditors, accountants, and consultants during audit and review processes.
• Support compliance with grant requirements, contracts, organizational policies, and regulatory requirements.
• Follow established internal control procedures and recommend improvements when appropriate.
• Assist with implementation and documentation of financial policies and procedures.

Communication & Coordination
• Coordinate with program managers regarding expenditures, budget activity, reimbursement requests, and financial documentation.
• Communicate professionally with vendors, contractors, funders, auditors, and external stakeholders.
• Support leadership by providing financial reports, schedules, reconciliations, and supporting documentation as requested.
• Promote collaboration between finance, operations, and program teams.
• Assist with special projects, financial analysis requests, and process improvement initiatives.

Program Responsibilities
• Participate in staff meetings, trainings, supervision sessions, and organizational initiatives.
• Support organizational compliance, accountability, and continuous improvement efforts.
• Maintain confidentiality and appropriately handle sensitive financial and personnel information.
• Adhere to organizational policies, accounting standards, and grant requirements.
• Represent The Happier Life Project professionally when interacting with staff, funders, vendors, and community partners.
Other Duties as Assigned

Required Qualifications
• Associate degree in Accounting, Finance, Business Administration, or related field; equivalent experience may be considered.
• Minimum three years of accounting, bookkeeping, accounts payable,  grant accounting, nonprofit accounting, or related financial experience, including tracking expenditures across multiple funding sources, grants, contracts, or cost centers. 
• Strong understanding of general accounting principles and financial reporting.
• Experience preparing reconciliations, journal entries, and month-end accounting activities.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Ability to prioritize competing deadlines and manage multiple responsibilities.
• Strong written and verbal communication skills.

Preferred Qualifications
• Bachelor's degree in Accounting, Finance, or related field.
• Experience working in a nonprofit organization.
• Experience with government-funded grants and reimbursement-based contracts.
• Experience with QuickBooks Online, MIP, Sage Intacct, or similar accounting systems.
• Experience supporting annual audits and financial statement preparation.
• Knowledge of nonprofit accounting principles, grant compliance, and restricted funding.

Work Environment
This position operates primarily in an office environment with periodic interaction with program staff, vendors, contractors, auditors, and funding partners. The Accounting Specialist must be comfortable managing multiple priorities, deadlines, and financial reporting requirements in a fast-paced nonprofit environment.

Physical Requirements
• Ability to sit and work at a computer for extended periods.
• Ability to use standard office equipment.
• Ability to occasionally lift and move files, records, or office supplies up to 25 pounds.

Compensation & Classification
This position is classified as Non-Exempt and is eligible for overtime compensation in accordance with applicable California wage and hour laws.

Equal Employment Opportunity Statement
The Happier Life Project is an Equal Opportunity Employer and is committed to creating an inclusive environment for all employees. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, medical condition, marital status, genetic information, or any other status protected by law.

At-Will Employment Disclaimer
Employment with The Happier Life Project is at-will. This means that either the employee or the organization may terminate employment at any time, with or without cause or notice, subject to applicable law.