Staff Accountant

Position Summary

The Staff Accountant plays a key role in supporting the financial, payroll, and human resources functions of the organization. This position is responsible for accurate and timely processing of accounts payable, preparing recurring journal entries, maintaining financial records, and assisting with month‑end and year‑end reporting. The Staff Accountant also supports payroll processing, benefits reporting, and HR documentation to ensure compliance and smooth internal operations.

All position responsibilities must be performed in accordance with city, state, federal, and Company policies.

TO APPLY, PLEASE SUBMIT A COVER LETTER AND RESUMÉ

• Manage collection of invoices and expense requests, enter A/P into Ramp, and prepare weekly vendor payables. Maintain electronic filing of all expense support documentation including ACH transactions and monthly reconciliation.
• Prepare weekly Positive Pay report for all payables.
• Review aging vendor check payments and contact vendors for uncleared checks.
• Review staff credit card receipts/expense detail in Ramp for accuracy and sync approved transactions to Quick Books Online.
• Complete month‑end credit card reconciliations.
• Manage remote bank deposits for A/R.
• Contact donors to update expired credit card information.
• Record month‑end closing journal entries for prepaid expenses.
• Prepare monthly finance committee meeting minutes.
• Maintain and update asset inventory database.
• Assist Director of Finance with annual audit preparation and federal/state filings as needed.
• Track grant balances for CEF‑funded programs and communicate updates to Carlsbad Unified School District and CEF program staff.
• Identify inconsistencies with interdepartmental processes and initiate systems to standardize tracking and reporting, resulting in greater accounting accuracy.
• Perform additional duties as assigned by management.

• Prepare bi‑weekly payroll for processing and prepare/record related payroll journal entries.
• Calculate and record month‑end closing journal entries for payroll (accrued payroll, accrued vacation, etc.).
• Review 401(k) deduction remittances and record related journal entries.
• Ensure completion and accuracy of new‑hire onboarding and payroll system integration.
• Participate with new hire orientation as assigned, including mandatory state trainings. Follow up with employees to ensure trainings are completed in a timely manner.
• Work with Director of Finance and Coastal Payroll to review and file the annual 1095 ACA report.
• Maintain accurate and up‑to‑date HR files, records, and documentation.
• Respond to frequently asked questions from applicants and employees regarding policies, benefits, and hiring processes; refer complex inquiries to appropriate senior‑level staff or management.
• Maintain confidentiality and data integrity for all HR and payroll records.
• Manage EDD, FTB and other HR/payroll reporting requirements.

• Bachelor's degree required; accounting courses preferred.
• Minimum 2 years of accounting experience, specifically in accounts payable, and payroll; nonprofit accounting experience is a plus.
• Experience with Quick Books Online, Ramp, or similar accounting and expense‑management platforms.

• Strong understanding of GAAP and standard accounting practices.
• Proficiency with Microsoft Office Suite, especially Excel (pivot tables, formulas).
• Familiarity with payroll systems (Coastal, ADP, Paychex, or similar).
• Ability to prepare journal entries, reconciliations, and financial schedules accurately.

• Exceptional attention to detail and high level of accuracy.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial and HR information with discretion.
• Demonstrated problem solving ability and willingness to learn new systems and processes.

• Dependable, self‑motivated, and able to work both independently and collaboratively.
• Customer service oriented, with a professional and approachable demeanor.
• Commitment to the…