Accounting Specialist

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

The Accounting Specialist supports the Finance and Accounting department in the day-to-day operations of the organization's financial record-keeping. Working under the supervision of the Senior Accounting Specialist, this role performs accounts payable and receivable functions, processes invoices and vendor payments, maintains grant and contract records, and ensures that all transactions are accurately documented and coded. The Accounting Specialist also supports monthly financial reporting, the annual audit process, and expense tracking across the organization.

This role requires strong attention to detail, comfort with compliance-driven financial processes, and the ability to manage a steady volume of transactional work accurately and on time.

Responsibilities

Accounts Payable and Receivable

• Perform accounts payable functions including vendor records maintenance, purchase order matching, and invoice processing.

• Assist with accounts receivable including invoice preparation as required.

• Compile all receipts for expenses and reimbursements.

• Enter all transactions for multiple credit card accounts.

• Track and enter employee expense reports.

• Open, organize, and distribute checks and credit card slips received by mail.

Grant and Expense Coding

• Ensure proper expense classification and grant coding for all transactions.

• Review source documents including matching purchase orders to invoices for accounts payable.

• Research, track, and resolve documentation problems and discrepancies.

• Advise the accounting supervisor of issues related to data or vendor discrepancies in a timely manner.

Vendor and Donor Records

• Set up and maintain new vendor accounts.

• Assist with donation processing and donor database maintenance.

Financial Reporting and Audit Support

• Assist in the preparation of monthly financial statements as requested.

• Assist in the preparation of reports as requested.

• Support the annual audit process. Work with department supervisors, the Director of Finance, and offsite accountants to complete all required audit tasks.

Records Management

• Enter and update information in relevant accounting systems and databases.

• Maintain and organize backup documents in Dropbox and other designated systems.

• Store hard copies of data in an organized manner to support efficient retrieval and audit readiness.

Secondary Duties

• Assist with special projects and analysis as directed by the supervisor.

• Perform additional duties, projects, and responsibilities as assigned.

Qualifications

• Minimum three years of experience in accounting or a closely related financial support role.

• Proficiency in Microsoft Excel and Microsoft Office applications required.

• Experience with QuickBooks Online or comparable accounting software required.

• Experience in a nonprofit or grant-funded environment preferred.

• Familiarity with GAAP, grant expense coding, and government contract billing preferred.

• Associate's or bachelor's degree in accounting, finance, or a related field preferred.

Skills

• Processes a high volume of financial transactions with accuracy, consistency, and attention to detail.

• Identifies discrepancies in invoices, coding, and documentation and resolves them without prompting.

• Manages multiple deadlines across AP, AR, and reporting functions without losing accuracy.

• Interprets and works with large data sets to support financial analysis and reporting.

• Communicates clearly and professionally in writing and verbally with internal teams, vendors, and auditors.

• Maintains organized records systems, both digital and physical, that support audit readiness at all times.

• Works independently with minimal supervision and follows through on assignments to completion.

• Collaborates effectively across the Finance, Administrative, and program teams.

• Handles sensitive financial and personnel information with discretion at all times.