Accounting Administrator

We are seeking a skilled Accounting Administrator with experience in the nonprofit sector and a solid background in accounts payable coordination. The ideal candidate will be responsible for, but not limited to, organizing and processing weekly pay runs, maintaining finance administrative communications, and preparing month-end reports and reconciliations. You will work closely with stakeholders to ensure accurate documentation and compliance with applicable policies.

Strong time management and organization skills, along with a passion for nonprofit work, are essential; knowledge of GAAP is strongly preferred.

Responsibilities:

Accounts Payable (75% of time)

• Manages finance@ email for general inquiries and bill delivery; acts as liaison between inbox and other Finance team members.
• Assists with vendor onboarding and records creation/maintenance in Net Suite accounting software.
• Updates and validates vendor banking information, ensuring changes are appropriately verified and documented in accordance with internal controls and fraud prevention procedures.
• Receives and organizes bills, ensures proper supporting documentation and appropriate approval routing to Budget Holders; manages Budget Holder approvals against weekly payment timeline and follows up as needed.
• Works closely with the Accountant(s) and other Accounting Administrators to coordinate the entering of weekly bills; plans for and communicates shifts to the timeline.
• Aggregates and documents bills approved for payment, sets up bills to be paid in appropriate systems, coordinates closely with Signatories to ensure timely approval of payments, and handles all associated payment issues.
• Enters Purchase Orders in Net Suite, as needed.
• Monitors expenses to ensure they are allowable under the Federal Uniform Guidance and other funder policies.
• Maintains a working knowledge of accounts payable and vendor file best practices and procedures, fraud detection and mitigation, and other up-to-date practices to ensure the safeguarding of Venture Well assets.
• Assists in preparing annual Form 1099 reporting and other AP-related filings, as needed.

Month-End Close/Other (25% of time)

• Prepares assigned monthly Bank Reconciliations.
• Assists with monthly credit card reconciliations as assigned; processes in Concur ensuring timely submissions, appropriate approvals, accurate allocations, and imports into Net Suite.
• Monitors outstanding checks in the system by conducting a monthly review and following up with vendors and Sr. Accountant/Controller, as needed.
• Monitors outstanding purchase orders in Net Suite by conducting a monthly review, preparing a detailed report, and working closely with Accounting, Contracts, and others to resolve questions or issues.
• Assists with entering cash receipts, bank transfers, and deposits during Accountant absences.
• Assists with external audit preparation and ongoing internal audit and control procedures.
• Provides other accounting and administrative support to the Finance & Administration team, as needed.

What You Bring:

• Previous experience managing medium- to high-volume accounts payable operations strongly preferred; experience in a nonprofit or higher education environment preferred.
• Familiarity with accounts payable fraud prevention, internal controls, and risk management procedures preferred.
  
  Knowledge of accounting best practices, laws, standards, and Generally Accepted Accounting Principles (GAAP) strongly preferred.
• Proficiency with Microsoft Office tools required. Advanced proficiency with Microsoft Excel (e.g. VLOOKUP function and/or pivot tables) preferred.
• Digital fluency using cloud-based office tools such as G Suite, CRMs and/or ERPs (Salesforce, Net Suite, Sage Intacct), team collaboration tools, and other web-based applications (Concur, Stampli), with ease and ability to incorporate these tools into day-to-day work.
• Excellent customer service and communication skills with a wide range of constituents.
• Exceptional time management and organization skills; ability to prioritize in a changing environment.

Across the Board, Venture Well Staff:

• Are able to succeed and thrive in an environment with competing and changing priorities and tight deadlines
• Have track records of and ability to build solid collaborative working relationships, and are proven team players who enjoy a "customer service" orientation to collaboration
• Are committed to embedding equity for all in our internal practices and culture and in our programs in order to live and achieve our mission
• Bring…