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Accounting Associate

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Published 27 days ago

Position Status: Full-time, non-exempt, 40-hours per week

Supervisor: Finance Director

Location: This position is a hybrid between working remotely from home and being present in the office for a minimum of three days to perform the related accounting tasks and duties.

Position Description:

The Accounting Associate will support the Finance Director and Accounting Manager by preparing, entering, and reconciling ALDF’s accounting transactions in the organization’s QuickBooks general ledger and the new accounting ERP system that will be implemented within the next year. The Accounting Associate will also organize and maintain the documentation for accounting transactions that support the annual audit. The person in this position also interacts with staff at all levels in this organization and participates in meetings. The Accounting Associate can also contribute and suggest improvements to our processes. The candidate will work well in a busy, team-oriented environment.

Essential Responsibilities:

Data Entry and Reconciliations (QuickBooks Enterprise Desktop and other accounting programs) (50%):

The Accounting Associate’s primary responsibility will be the processing, entry, and maintenance of Balance Sheet accounts, Revenue/Contributions Income, and Expense transactions in ALDF’s QuickBooks general ledger. The Accounting Associate will also pull and review data from other programs for proper coding of credit card transactions and expense accounts. Attention to detail when entering and processing transactions for various departments and projects. The candidate will have a strong understanding of accrual accounting and recognition of revenue and expenses. This includes:

  • Posting of deposits from multiple sources of income to the general ledger.
  • Accounts receivable general ledger posting and payment applications.
  • Accounts payable processing and weekly check preparation.
  • Monthly general ledger account reconciliation duties for cash and other accounts (bank account reconciliations).
  • Semi-monthly payroll journal entry from third-party payroll source.
  • Various other scheduled monthly journal entries.
  • Credit card transaction entry and expense report processing.
  • Vendor and Customer List maintenance in QuickBooks.
  • Ongoing and annual assistance with W-9/1099 processing.
  • Be able to identify expenses for grant reporting and understand which accounts they are recorded.
  • Follow-up on any inquiries related to restricted funding and resolve inconsistencies.
  • Ensure proper documentation for vendor files in the accounting system, including contracts and other required information.
  • Participation in the month-end close and assisting with other account reconciliations.
  • Reconciliation of event income and expenses.
  • Assist with the preparation of sales tax returns, when necessary.
  • Assist with lobbying reports for General Counsel.

Preparation and Maintenance of Accounting Schedules – Excel and other programs (30%)

The Accounting Associate will prepare, revise, and update various accounting and finance related schedules.

  • Payroll: The Accounting Associate will be familiar with the proper allocation and staff coding for the various departments. Allocation of payroll is also based on restricted funding categories. The Accounting Associate will also be the back-up for the Accounting Manager and cross-trained on the payroll system. Familiarity with payroll processing in the current payroll system and running payroll reports.
  • Restricted Income: Running restricted funding donor reports and updating the respective donor worksheets. Answer questions from the program and development departments regarding restricted funding expenses and coding.
  • Expense report tracking: Process and ensure proper coding and recording of expense reports and their related accounts and department budgets.
  • Other as needs require (prepaid expenses, fixed assets, accruals, etc.)
  • Analytical review and understanding department budgets versus actuals. Assisting with running reports and upload data to the budget system.

Filing and Documentation (5%)

  • Maintenance of hard copy and electronic filing systems for accounting transactions.
  • Assist with updating and documenting accounting procedures.

Ad Hoc Projects (15%)

  • Annual audit preparation assistance: Assist the Accounting Manager and Finance Director with the accruals, journal entries, and schedule preparation for the auditors and tax accountants. Assist with pulling and providing the supporting documentation for the audit requests.
  • Routine requests for information and support from other ALDF team members.
  • Cross training and back-up for the Accounting Manager.
  • Special projects from the Finance Director.
  • Assist with other annual compliance and reporting requirements.


Qualifications:

  • College degree or AA/AS in Accounting, Business, or Related Field (or equivalent experience)
  • Understanding of general accepted accounting concepts (GAAP).
  • Have two to five years’ experience performing basic accounting transaction entries and general ledger reconciliations, with demonstrated competency using Microsoft Excel in performing primary job duties.
  • Overall software application experience in a Windows-based environment in addition to Microsoft Excel (Microsoft Word, Outlook, Microsoft Teams, and associated programs such as Adobe Acrobat Pro).
  • Experience with QuickBooks Desktop software. Or other similar cloud-based software. The organization will be migrating to a cloud-based ERP accounting system.
  • Strong attention to detail and ability to identify transactions requiring follow-up and resolution.
  • Ability to juggle multiple tasks and deadlines while maintaining composure.
  • Excellent organizational and prioritization skills.
  • Excellent written and verbal communication skills
  • Excellent interpersonal skills and ability to communicate effectively with ALDF staff and others outside the organization.
  • Willingness to grow with the organization

Nice to have:

  • Cloud Expense software experience.
  • Willingness to grow, learn new systems, and continue education courses. Learning programs are provided by the organization for individuals interested in developing their skills.
  • Familiarity with accounting for nonprofit organizations.
  • Demonstrated interest and experience with animal welfare issues and be committed to the mission of the Animal Legal Defense Fund.

Work Environment:

This position is a hybrid between working remotely from home and being present in the office for a minimum of three days to perform the related accounting tasks and duties. It is expected for the person to be within commuting distance of the office.

The workplace environment is business casual and includes companion animals. Products made from animals or animal parts are prohibited in the office.

Competitive compensation package with comprehensive benefits:

  • Healthcare (including vision and dental) monthly premium paid in full by the Animal Legal Defense Fund on organizational selected plans. HSA and Flexible Spending Accounts available.
  • Life insurance
  • Generous Paid Time Off
  • 11 paid holidays
  • 401k retirement plan after one year of employment, with employer match up to 5% of annual salary

Submissions:

Applicant may submit through the website or email resume and cover letter to finance_jobs@aldf.org

EOE Disclaimer:

We are committed to providing an employment environment which is welcoming of persons from diverse backgrounds and free from unlawful discrimination and harassment, and in which all legal rights of our employees are recognized and protected. We conduct all internal and external operations, programs, and employment-related decision making (including hiring decisions) without regard to actual or perceived race, ancestry, color, religion, national origin, citizenship, immigration status, sex or gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, political affiliation, disability or medical condition (including physical, intellectual, or psychiatric), sexual orientation, marital status, military or veteran status, genetic information, age, or other protected category, and in compliance with all applicable federal, state, and local anti-discrimination and anti-harassment laws.

Position Status: Full-time, non-exempt, 40-hours per week

Supervisor: Finance Director

Location: This position is a hybrid between working remotely from home and being present in the office for a minimum of three days to perform the related…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    Other Education Requirement
  • Professional Level
    Professional

Benefits

The Animal Legal Defense Fund provides its staff with competitive salaries — benchmarked by an outside consultancy to ensure no overt or inadvertent bias — and a generous benefits package, which includes covering health care premiums on the organization’s plans, higher than average Paid Time Off (PTO), and access to a 401K account after one full year on staff — with 5% matching by the company and staff are fully vesting upon eligibility.

Please see https://inside.aldf.org/benefits/ for more information about our list of benefits and policies.

The Animal Legal Defense Fund provides its staff with competitive salaries — benchmarked by an outside consultancy to ensure no overt or inadvertent bias — and a generous benefits…

Location

On-site
525 E Cotati Ave, Cotati, CA 94931, USA

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