Accounting Manager/Controller (DOE/Q)

Accounting Manager/Controller (DOE/Q)

Friends of the San Juans

Location: Friday Harbor, WA (local preferred; hybrid possible)

Hours: Approximately 40–60 hours per month, with flexibility during audits and year-end

Status: Part-time, hourly

Position Overview

Friends of the San Juans seeks an experienced, detail-oriented Accounting Manager to manage both the day-to-day accounting operations and the organizations financial systems and processes. This hybrid role is responsible for transactional bookkeeping, monthly reconciliation, financial reporting, internal controls, grant and restricted fund accounting, and coordination of audits and external reporting.

The Accounting Manager serves as the organization’s primary accounting professional and works closely with the Executive Director and Board to ensure accurate financial records, strong internal controls, and compliance with nonprofit and best practice accounting standards. Please note that other members of the Operations Team (including the Executive Administrator, Data and Gifts Administrator, and Deputy Director) will contribute to the successful achievement of the position’s core responsibilities.

Core Responsibilities

Day-to-Day Accounting & General Ledger

• Record and code all financial transactions in QuickBooks Online and ensure all expenses (approx. 20-30 checks and 40-50 credit charges per month) and revenues including grant deposits (5-10 per month) and donations (# of donations vary depending on the time of the year) are properly allocated by class and customer/grants to ensure streamlined invoicing and reimbursement processes
• Run bi-weekly payroll (12+ staff) through QuickBooks Online
• Maintain and manage a clean, auditable chart of accounts
• Maintain organized supporting documentation for all transactions in keeping with document retention policies

Monthly Close, Reconciliations & Controls

• Prepare and review monthly reconciliations for the checking and savings accounts, credit card, and investment accounts
• Investigate and resolve discrepancies or unusual transactions with proactive communication to leadership
• Establish, document, and maintain best practice internal controls and accounting procedures

Financial Reporting & Analysis

• Prepare and produce monthly financial statements, including balance sheets, profit and loss, and budget vs. actual reports
• Provide variance analysis and clear explanations for management and the Board
• Monitor cash flow and prepare cash flow management tools and forecasts
• Support the Executive Director and Finance Committee with financial analysis

Revenue, Grants & Restricted Funds

• Record donation deposits in QuickBooks Online and ensure synchronization with fundraising CRM
• Track grant revenue (15+/- reimbursement and 20+/- foundation grants) and compare to invoicing submitted
• Monitor grant budgets and alert management to potential variances or compliance issues

Payroll & Associated Benefits Administration

• Ensure compliance with applicable state and federal employment requirements related to payroll and benefits
• Review staff time reports and allocate payroll costs to by class and customer/grants
• Track and manage accrued liabilities, including PTO and payroll-related expenses
• Administer employee benefits in coordination with the Executive Director, including Health insurance enrollment, renewals, and employee changes (retirement plan contributions and reporting)
• Serve as the primary point of contact for personnel benefits and confidential employee records
• Coordinate onboarding and offboarding processes related to payroll and benefits

Compliance, Audit & External Reporting

• Ensure financial records comply with GAAP and nonprofit accounting standards
• Prepare schedules and documentation for Annual audit or financial review, Form 990 preparation, and state charitable reporting
• Track finances and allocations related to corporate LLC, direct and grassroots lobbying in payroll, monthly closing, and 990, and state of Washington nonprofit reporting
• Serve as liaison with external accountants and bank
• Contribute to organizational risk management planning and monitoring, ensure compliance on organizational policies
• Ensure records are audit-ready and retained according to organizational policy, and facilitate financial controls review

Ideal Candidate Profile

A strong candidate will have:

• 3 to 10+ years of accounting experience
• Strong proficiency in QuickBooks Online
• Experience with grant-funded organizations and cost allocation
• Experience administering payroll and benefits
• Solid understanding of GAAP and nonprofit financial reporting
• Strong internal control mindset and attention to detail
• Ability to work independently and manage monthly close and deadlines
• Clear, professional communication style with management and Board members
• Comfort operating in a mid-size professional nonprofit organization with both hands-on and oversight responsibilities

To Apply

Please send a cover letter and resume (all in one pdf file) to hiring@sanjuans.org. This position is open until filled. Applicants that apply by March 29 will be given priority review. A skills exercise and references will be requested from final applicants.

At-will: Friends is an employment at-will organization.

Work Type Classification: Hybrid*

The primary work location for Friends’ employees is at the office in Friday Harbor, Washington. Island-based employees may choose to work remotely for a portion of their hours, but employees are expected to be physically present, during business hours for a majority of their work hours, at Friends designated locations (the office, Friends’ events, field work, and/or approved non-commuting work travel). Schedule flexibility available between 9am to 5pm. *Employees who live outside of San Juan County are required to be in the office at least two days per month.

Compensation and Benefits

• Hourly rate: $38 to $50 per hour, commensurate with experience
• Flexible schedule with increased hours during monthly close, audits, and year-end

We are open to the possibility that a great candidate for this job may not precisely meet all the above criteria, if you believe you are the right person for this professional role, we encourage you to apply.

Friends of the San Juans values diversity and recognizes its role in building a more inclusive culture which contributes to a healthy organization. Friends’ core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants are provided with equal opportunities without regard to race, color, national origin, ancestry, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender or gender identity or expression, genetic information, or any other factor that is not related to the position. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. After all, the more inclusive we are, the better our work will be.

Flexible schedule with increased hours during monthly close, audits, and year-end