Accounting & Contracts Administrator

Responsibilities: The overall responsibility of the Accounting

and Contracts Administrator is to be the day-to-day contact for our outsourced

accounting firm and perform general accounting tasks, including invoicing, accounts

payable, accounts receivable, and data entry into QuickBooks. The position will

also be responsible for completing basic office management and administrative

duties to support the agency and Finance Department. This individual will work

closely with the Executive Director under the supervision of the Director of

Finance & Social Enterprises. 

Specific responsibilities of the Accounting and Contracts Administrator include:

Contract Administration:

• Developing budgets for grants and contracts
• Creating accounting documentation for cost-reimbursement contracts to ensure proper recording of revenue and expenses
• Preparing invoices for cost reimbursement contracts
• Creating monthly contract reports that track spending and remaining balances
• Working with contract managers to develop forecasts and amendments
• Interfacing with sub-contractors to collect expense information for monthly invoicing

Other Accounting Tasks:

• Serving as the contact for the outsourced accounting for answering expense and revenue classification questions
• Ensuring the correct classification of revenue and expense items
• Ensuring QuickBooks can report restricted balances of grant funds
• Utilizing automated accounts payable platform to ensure timely recording and payment of expenses
• Copying checks, preparing and making deposits, and posting deposits
• Summarizing PEX card data and recording expenses
• Managing automated credit card platform to ensure charges have receipts and transactions are recorded
• Providing staff with timesheets to sign, then collecting and organizing signed timesheets for billing
• Gathering and scanning documentation for the annual audit

Office Management:

• Working with outsourced technology to maintain printers, displays, and copiers
• Maintaining cost-effective sources for agency office supplies and ordering supplies
• Assigning building access cards to employees and vendors visiting the office
• Distributing paychecks for the agency
• Providing basic administrative support
• Other tasks as assigned by the
• Executive Director or designee

Qualifications:

• Experienced accountant with bachelor’s degree in accounting, nonprofit management or another relevant field
• Proven experience in post-award contract and grant administration
• Proficient computer skills including QuickBooks, excel, and an automated accounts payable platform
• Experienced working with accounts payable and receivable in QuickBooks
• Strong attention to detail
• Ability to prioritize and meet deadlines