Manager, Accounting & Administration

SUPERVISOR

Director, Finance & Administration

This role has no supervisory responsibilities.

This position requires occasional travel for staff training and team retreats.

The Manager, Accounting & Administration, is responsible for supporting the organization’s financial operations through accurate processing of accounts payable and receivable, monthly reconciliations, payroll support, and annual reporting. This role ensures timely vendor payments, client billing, and compliance with internal financial controls and external reporting requirements. The ideal candidate is detail-oriented, proactive, and comfortable working across multiple systems—including Quick Books, Salesforce, and project management tools.

They thrive in a collaborative environment, demonstrate strong organizational skills, and take initiative to maintain financial accuracy and integrity.

• Review vendor invoices and obtain approval from appropriate staff.
• Enter approved invoices in Quick Books and process weekly payments via Chase Bank bill pay, pending CEO approval.
• Respond to vendor inquiries regarding payments and account status.
• Set up new vendor accounts, including collecting W-9s and ACH details.
• Proactively follow up on recurring vendor invoices to ensure timely expense recognition.

• Support vendor contract renewals by tracking renewal status and ensuring renewal invoices match updated contract terms prior to processing.

• Monitor Slack Accounting channel for incoming invoice requests.
• Forward Mailbox Forwarding checks to Chase Bank on a semi-monthly basis.
• Respond to client billing inquiries and resolve issues as needed.

• Manage monthly credit card receipts for CEO.
• Review and approve staff credit card transactions via Expensetron and Payment Net.
• Record approved credit card expenses in Quick Books.
• Monitor travel policy compliance and escalate discrepancies to senior staff.
• Reconcile bank statements (checking and savings) for U.S.

• Reconcile accounts receivable for U.S. and Canada.
• Perform monthly reconciliation of order and invoice data between Salesforce and Quick Books.
• Reconcile membership, sponsorship, and training revenue.
• Calculate and file monthly state sales tax returns.
• Conduct monthly Quick Books account reconciliations.
• Assist with annual financial audit.
• Serve as backup for month‑end close activities, including running reports, completing reconciliations, and updating the financial and budget workbooks to ensure accurate and timely financial reporting.

• Support monthly and semi-monthly filing of payroll.
• Review and process expenses paid by employee requiring reimbursements via payroll.
• Submit monthly 403(b) and retirement contributions to Employee Fiduciary following payroll completion.

• Prepare and file annual 1099s and IRS Form 1096.
• Review and distribute employee W-2s prepared by Tri Net.
• Maintain SAM registration for federal contract eligibility.
• Manage incoming mail in conjunction with support staff/contractor.

• Assist with preparation for annual financial audit.

• Perform additional tasks as directed by the senior management team.
• Maintain strict confidentiality of financial, payroll, and client information.

Please submit your resume and cover letter through our  application page.

• Work remotely without supervision with the assurance of quiet and stability appropriate for a work environment.
• Provide own internet access. Minimum download speed is 25 mbps (50 mbps recommended). Minimum upload speed is 5 mbps (10 mbps recommended).
• All employees are required to reside and work within the United States.

• Proficient in Quick Books Desktop and Microsoft Excel, with a solid grasp of basic accounting functions.
• Comfortable using Microsoft Office Suite (Outlook, PowerPoint, Word) for communication and reporting.
• Extremel…