Nonprofit Accounting & Grants Operations Specialist

Accounting and Financial Operations Specialist

South Puget Sound Habitat for Humanity is an affiliate of Habitat for Humanity International focused on providing affordable housing solutions in Thurston and Lewis counties. We believe that every person, no matter who they are, deserves a decent place to live. Our work includes building new, energy‑efficient homes, preparing households for home ownership, guaranteeing affordable mortgages to home buyers, performing critical housing repairs, and running two successful resale stores.

Accounting Operations and Transactional Finance (45%)

• Manage all accounts payable activities: vendor invoice review, coding, approval routing, and payment processing.
• Maintain vendor records and ensure disbursements are properly authorized, documented, and coded to the correct fund, program, or grant account in Quick Books Online.
• Manage accounts receivable activities: invoicing, payment posting, aging review, and follow‑up on outstanding balances for grant draws, home sale proceeds, store deposits, and mortgage payments.
• Process bi‑weekly payroll in coordination with Rippling (or equivalent), including benefit deductions, retirement contributions, tax with holdings, and grant‑related labor allocations.
• Reconcile payroll records to the general ledger monthly and resolve discrepancies.
• Maintain the general ledger in Quick Books Online with accurate journal entries, chart‑of‑accounts integrity, and appropriate fund and class coding.
• Perform monthly bank and account reconciliations for all organization accounts.
• Lead the month‑end close process: journal entries, accruals, prepaid and deferred revenue adjustments, depreciation entries, inter‑fund transfers, and reporting.
• Lead the year‑end close process in coordination with the external audit firm, preparing year‑end adjusting entries, supporting schedules, and reconciliations.

Grant Accounting and Reimbursement Support (30%)

• Maintain grant accounting records in Quick Books, coding revenues and expenditures to the correct fund, program, and grant account.
• Apply restricted‑fund accounting principles to ensure grant funds are recorded, used, and reported in accordance with award terms.
• Prepare reimbursement request packages for each active grant award and submit them for director review and approval.
• Track grant fund balances against award budgets monthly and prepare grant budget‑to‑actual reports.
• Maintain a comprehensive grant accounting file for each active award.
• Support grant financial reporting by preparing financial schedules and expenditure summaries required by funders.

Business Operations and Organizational Tracking (15%)

• Maintain the organization’s compliance tracking system, including registrations, renewals, licenses, certifications, and required reports.
• Coordinate organizational activity tracking: collect and record programmatic service counts and outputs (e.g., construction and repair production, education hours, counseling sessions, volunteer hours, trainings).
• Assist in the preparation of organizational financing and project finance documentation.

Leadership, Teamwork, and Inclusivity (5%)

• Maintain a "team first" outlook and support the success of the team and the mission.
• Meet and endorse organization standards for record keeping and information sharing.
• Participate in intentional learning efforts related to institutional racism and building cultural competency.

Education and Experience

• Bachelor’s degree in accounting, finance, or business administration preferred; equivalent professional experience in nonprofit accounting will be considered.
• Minimum of five years of progressively responsible nonprofit accounting experience, including general ledger management, payroll processing, month‑end and year‑end close, and financial statement preparation.
• Experience with multi‑fund or multi‑program accounting in a nonprofit or government environment, including coding and tracking restricted grant funds.
• Minimum of three years of direct, hands‑on Quick Books Online experience in a nonprofit or multi‑program accounting environment.
• Quick Books Online Pro Advisor certification is a plus.

Required Knowledge, Skills, and…