Junior Accounting Clerk – Grants & Invoicing

Position Summary

The Junior Accounting Clerk supports the Finance Department by assisting with grant financial management, accounts payable and receivable, invoicing, data entry, and financial recordkeeping. Working under the supervision of the Fiscal/Operations Manager, the incumbent ensures the timely and accurate processing of financial transactions while maintaining compliance with funder requirements, organizational policies, and generally accepted accounting principles (GAAP). This position plays an important role in supporting the financial integrity of the organization's grant-funded programs.

• Assist in tracking grant expenditures to ensure costs are allocated to the appropriate funding sources.
• Maintain grant financial files and supporting documentation for audits and funder monitoring.
• Reconcile grant expenses with approved budgets and identify discrepancies for review.
• Assist in preparing financial reports and supporting schedules for grant reimbursements and funder reporting.
• Monitor grant spending balances and notify management of potential budget concerns.
• Ensure compliance with grant regulations, contractual requirements, and organizational policies.

• Assist in tracking grant expenditures to ensure costs are allocated to the appropriate funding sources.
• Maintain grant financial files and supporting documentation for audits and funder monitoring.
• Reconcile grant expenses with approved budgets and identify discrepancies for review.
• Assist in preparing financial reports and supporting schedules for grant reimbursements and funder reporting.
• Monitor grant spending balances and notify management of potential budget concerns.
• Ensure compliance with grant regulations, contractual requirements, and organizational policies.

• Prepare and submit invoices to government agencies, foundations, and other funding sources.
• Maintain invoice logs and monitor payment status.
• Follow up on outstanding invoices and assist with collections as directed.
• Verify supporting documentation prior to invoice submission.
• Prepare billing schedules and maintain accurate records of reimbursements received.

• Process accounts payable invoices and prepare payments for approval.
• Record accounts receivable transactions and deposits.
• Perform data entry into the organization's accounting system with a high degree of accuracy.
• Assist with monthly bank reconciliations and account reconciliations.
• Organize and maintain financial records in both electronic and paper formats.
• Assist with month-end and year-end closing activities.

• Maintain organized financial filing systems.
• Assist with preparing documentation for external audits and fiscal monitoring visits.
• Respond to vendor and funder inquiries regarding invoices and payments.
• Prepare spreadsheets and financial reports as requested.
• Support special projects and other finance-related duties as assigned.

• Associate degree in Accounting, Finance, Business Administration, or a related field required;
  Bachelor's degree preferred.
• One (1) to three (3) years of accounting, bookkeeping, grants management, or nonprofit finance experience preferred.
• Experience working with government-funded grants, contracts, and reimbursement-based funding is highly desirable.
• Working knowledge of nonprofit accounting principles, grant compliance, and cost allocation methodologies.
• Experience using financial and procurement systems such as COUPA, , New York State Financial System (SFS), and PASSPort is strongly preferred.
• Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and financial reporting.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities while meeting strict deadlines.

• Proficiency with accounting software and cloud-based financial management systems.
• Experience processing invoices and payment approvals through COUPA.
• Experience preparing electronic payments, vendor management, and invoice processing using
• Familiarity with the New York State Financial System (SFS) for vendor registration, contract management, purchase orders, and invoice submissions.
• Experience using PASSPort for budget management, contract invoicing, financial reporting, and procurement activities for New York City-funded contracts.
• Strong Microsoft Office skills, particularly Excel, Word, Outlook, and Adobe Acrobat.
• Ability to prepare financial spreadsheets, reconcile accounts, and maintain electronic financial records.

• Knowledge of Generally Accepted Accounting Principles (GAAP) and nonprofit accounting practices.
• Understanding of federal, New York State, and New York City grant compliance requirements.
• Ability to accurately allocate expenditures among multiple grants and funding sources.
• Knowledge of grant reimbursement processes, contract invoicing, and supporting documentation requirements.
• Ability to reconcile…