Staff Accountant

Purpose

The Staff Accountant will support the core accounting operations of Big Picture Learning by leading day-to-day general accounting activities, with a primary focus on general ledger, bank and system reconciliations, processing accounts payable, audit preparation, and financial accuracy. This role collaborates closely with the Director of Finance and Manager of Financial Operations and provides cross-functional support in Accounts Receivable and other finance operations.

This role is responsible for financial controls, reconciliations, and system integrity across accounting and revenue-related systems, contributing to the overall financial health, accuracy and compliance of the organization.

Responsibilities

Reconciliations

• Perform monthly and quarterly reconciliations of general ledger balance sheet accounts, ensuring accuracy, completeness, proper documentation, and timely resolution of discrepancies
• Perform monthly reconciliations of bank accounts, Bill.com Accounts Payable activity, and credit card transactions; identify errors and work with the Finance Team to post and document corrections
• Perform quarterly reconciliations between general ledger balances, Accounts Receivable ledgers, and Salesforce grant and contract pipelines to ensure accounting records, contracts, and invoices are accurate and complete

Accounts Payable & Accounts Receivable Support

• Receive and enter bills into Bill.com and Intacct daily; ensure proper coding and syncing
• Process Accounts Payable on a weekly basis by preparing payment batches and submitting payments for review and approval by the Director of Finance, with occasional one-time payments processed as needed
• Assist the Director of Finance with Bill.com credit card administration by supporting staff compliance with credit card usage policies, transaction coding, receipt submission, and internal controls, and by reviewing and monitoring credit card transactions for compliance
• Review expense reports on a daily or weekly basis to verify receipt accuracy and compliance with organizational accounting policies (including dollar limits and allowable expenditures), and export approved reports for Accounts Payable processing
• Support Accounts Receivable functions, including invoicing, cash receipts, and AR reconciliations

Budgets, Contracts & Consultants

• Enter and maintain budgets in the accounting system and assist with budget-to-actual reviews
• Maintain consultant spreadsheets, verify contract terms and amounts, and review consultant invoices to ensure billing is accurate, supported by executed contracts, and properly reflected in the accounting records
• Maintain consultant W-9 records and process annual 1099 filings using E-file360 to ensure accurate and timely tax reporting compliance
• Partner with the Grant Administrator to validate Salesforce grant and contract data against accounting records

General Accounting & Close

• Prepare and post journal entries and accounting transactions as requested
• Participate in the monthly and fiscal year-end close with the Finance Team
• Maintain and update accounting records and supporting documentation
• Support all functional areas with financial and accounting issues
• Manage ad-hoc accounting and financial planning and analysis projects
• Provide backup and cross-training support for the Director of Finance and the Manager of Financial Operations in areas such as AR, payroll coordination, and benefits administration

Audit, Compliance & Controls

• Support annual financial audits, including preparation of schedules, reports, and requested documentation
• Support preparation for and coordination of the annual Form 990 audit and filings
• Assist with the development, implementation, and documentation of accounting policies and procedures to ensure compliance with rules and regulations
• Ensure internal controls are followed and assist in strengthening accounting processes
• Meet with the finance team weekly to review budget discrepancies

General

• Support, participate in, and attend annual BPL conferences and other organization-wide events as needed
• Support efforts to foster fairness, belonging, and equal opportunity while actively advocating for justice at the personal, organizational, and systemic levels.
• Other duties, as assigned

Qualifications, Requirements and Skills

• BA in Accounting or Finance strongly preferred. However, as research demonstrates that education requirements can be a deterrent for qualified candidates to apply and can perpetuate gender and racial disparities, we encourage all candidates with the professional experiences and leadership qualities outlined in this position specification to apply.
• 4-7 years of experience in general accounting, preferably in a nonprofit environment
• Demonstrated experience with general ledger and bank reconciliations
• Experience supporting audits and Form 990 preparation strongly preferred
• High preference for experience with Intacct, Expensify, Bill.com and Salesforce
• Strong aptitude with Excel and similar financial tools
• Ability to work under pressure and respond to deadlines without sacrificing quality
• Self-motivated with the ability to set priorities and manage multiple tasks under minimal supervision
• Willingness to travel approximately 10% of the time.
• Potential for advancement and cross-training in Accounts Receivable and broader finance operations

Organizational Skills

• Steadfast belief that students should be at the center of their own learning and that education (in particular public education) is due for a reorientation that allows students to be confident in the pursuit of their own passions and interests
• Strong internal accountability (especially important due to the geographic spread of BPL’s work and our virtual teams), comfort juggling multiple projects and prioritizing tasks, and the ability to work remotely in distributed teams across multiple time zones
• Ability to exhibit entrepreneurial behaviors, take ownership, and see tasks and ideas through from conception to implementation
• Excellent interpersonal communication skills (speaking, writing, listening) in person and virtually
• Commitment to continuous improvement, a relentless approach to growth and learning, and an openness to constructive critical feedback
• Collegial and empathetic approach to working with others, while bringing a creative, flexible and thoughtful approach to your work
• Ability to use - or quickly learn - multiple tech platforms (i.e., Google Suite, Salesforce, Bill.com, Intacct)

Benefits Package

• Fully paid medical, vision, and dental coverage
• Fully paid life insurance policy, including short term and long term disability insurance
• Pension plan which includes a company contribution of 5% of your salary with 100% vested after 6 months of employment
• Eight (8) weeks paid parental leave, four (4) weeks of medical leave after 12 months on staff
• Thirteen (13) paid holidays, plus 2 religious floater holidays
• End of year holiday break (from Christmas Eve through New Year’s Day)
• Eleven (11) personal/sick days, plus paid birthday
• Eighteen (18) days of paid vacation, which is earned and accrued at 1.5 days/month beginning the first full month of employment

Other workplace benefits offered full time employees

• Use of company laptop computer
• Printer/copier/scanner for home office
• Office supplies for home office
• Cell phone bill is paid or can become part of the company plan. BPL will pay up to $400 towards the purchase of a new phone.
• Coverage of TSA Pre-Check, CLEAR or Global Entry enrollment fees
• Reimbursement for approved organizational travel