Staff Accountant

Position Summary The Staff Accountant is responsible for performing and overseeing a broad range of accounting functions to ensure the organization's financial records are accurate, complete, timely, and compliant with applicable accounting standards, grant requirements, internal policies, and contractual obligations.

This position has significant responsibility for cash management, accounts receivable and accounts payable, account reconciliations, month-end close, grant billing and reporting, intercompany accounting, accruals, financial analysis, and annual audit support.

The Staff Accountant works closely with the Controller, Finance team, program leadership, grant administrators, payroll, accounts payable, and external auditors to ensure financial transactions are properly recorded, supported, reconciled, and reported.

Essential Duties and Responsibilities
1. General Accounting & Transaction Processing Daily/Weekly Responsibilities Run and review transaction reports from organizational bank accounts.

Apply cash receipts to outstanding customer invoices and accounts receivable.

Record cash transactions that do not have corresponding accounts receivable or accounts payable transactions through appropriate journal entries or cash sales.

Obtain, review, and maintain appropriate supporting documentation for cash transactions.

Research and resolve discrepancies between invoices and payments received.

Research and resolve discrepancies between vendor bills and payments issued.

Process credit memos, bill credits, journal entries, and other accounting adjustments as appropriate.

Prepare and execute bank deposits and ensure funds are recorded and deposited to the appropriate subsidiary.

Monitor accounts receivable and accounts payable balances.

Reconcile customer and vendor accounts and resolve outstanding or inaccurate balances.

Create invoices for receivables that are not generated through contract or grant billing.

Create bills related to banking and financing activities, including loans, mortgages, and lines of credit.

Reconcile long-term liability general ledger accounts to underlying loan, mortgage, and financing statements.

Ensure transactions are recorded in the correct subsidiary, account, department, program, and funding source.
2. Month-End Close & Account Reconciliations The Staff Accountant plays a key role in completing an accurate and timely monthly financial close.

Bank Reconciliations Download and organize monthly bank statements.

Prepare bank statement files for Net Suite upload.

Reconcile bank accounts to the general ledger.

Investigate outstanding, uncleared, duplicate, or unusual transactions.

Identify and resolve bank reconciliation variances.

Ensure all reconciling items are properly documented and cleared timely.

Credit Card Reconciliations Review and classify credit card transactions to the appropriate expense accounts.

Record credit card transactions against the appropriate credit card/current liability accounts.

Prepare bills and related accounting entries to ensure credit card liabilities are properly reflected in accounts payable.

Prepare credit card transaction files for Net Suite upload.

Reconcile credit card general ledger accounts to monthly credit card statements.

Research and resolve discrepancies and outstanding transactions.

Ensure credit card liabilities are complete and accurately stated at month-end.

Balance Sheet Reconciliations Prepare monthly balance sheet account reconciliations.

Reconcile accounts receivable subsidiary records to the general ledger and trial balance.

Reconcile asset and liability accounts to appropriate supporting documentation.

Investigate unusual balances and reconciling items.

Prepare correcting journal entries as necessary.

Maintain organized reconciliation work papers and supporting schedules.

Ensure balance sheet accounts are properly supported and review-ready.
3. Accounts Receivable & Accrual Accounting Perform monthly accounts receivable reconciliations.

Tie accounts receivable aging reports to the general ledger.

Reconcile the general ledger to the trial balance.

Investigate and resolve differences between subsidiary ledgers and the general ledger.

Record monthly accruals for unbilled revenue based on historical activity, contractual terms, and reasonable expectations of earned revenue.

Review subsequent billing and cash receipts to validate accrued revenue.

Maintain documentation supporting revenue accrual calculations.

Coordinate with program and billing personnel regarding outstanding…