Staff Accountant

PRIMARY PURPOSE OF THIS POSITION

The Staff Accountant will oversee Accounts Payable and Accounts Receivable and will manage general accounting operations. This position will review, analyze and audit accounting functions conducted by Financial Assistant and cross-departmental payroll coordinators, will produce reports including forecasts for internal management and the Finance Committee of the Board of Directors, and will troubleshoot issues within the financial system, Bill.com and reconcile data between the CRM (Raiser’s Edge), Bill.com and the financial system.

We fully recognize that many great candidates will not have experience in all the places we list or may have relevant experiences and skills that we have not listed or considered. We’ll give you the technology, the tools, the scale, the culture, and learning while supporting CSIOBS to help deliver the most effective financial management and accounting services. There will be a potential to supervise a financial and development assistant. This is a full- time position in Boston’s Seaport District, with opportunities to spend time on Cathleen Stone Island.

PRIMARY DUTIES AND ACCOUNTABILITIES:

Accounts Payable

• Set-up new vendors and manage vendor relationships in conjunction with Financial Assistant, ensuring smooth operations by resolving issues and guaranteeing timely payment of invoices.
• Process invoices and payments for services rendered by vendors, ensuring proper documentation and approval workflows are followed.
• Ensure expenses adhere to FY Budget and proper coding is applied resulting in expenses and revenue hitting the correct departments/programs and GL Accounts in QuickBooks Desktop Enterprise.
• Oversee and manage various accounts, including the corporate credit card and Amazon Business accounts, ensuring proper documentation, adherence to budget guidelines, and timely reconciliation of transactions.
• Issue and void all check and ACH payments with approval of CFO and/or CEO.

Accounts Receivable

• Create new customers and work with the Development Team to ensure donor information is current in both the financial system and CRM;
• Create invoices in conjunction with Development, Program and Operations Managers;
• Post invoices in accounting system according to Generally Accepted Accounting Principles (GAAP) for non-profit organizations;
• Record cash receipts received through check and ACH;
• Contact customers about outstanding receivable balances using aging reports;
• Work with Accounting Manager to write off bad debt;
• Execute the accounting of all philanthropic revenue, daily gift entry and correct allocation of funds, including capital, endowment, and in-kind donations in conjunction with Financial Assistant;
• Ensure accurate processing and recording of all income, including donations, grants, and revenue via check, ACH, or card transaction and inform the appropriate staff of interdepartmental revenue;
• Coordinate revenue collection and accounting for organization’s events.

Cash Management & Banking Relationship

• Perform weekly and monthly bank reconciliations for operating and investment accounts;
• Monitor cashflow on a weekly basis and report to CFO and Senior Management Team as needed and advise CFO and CEO on the release of vendor payments;
• Backup Financial Assistant on weekly bank deposits and reconcile ACH payments between checking account, Bill.com and financial system;
• Ensure timely and accurate deposit of checks received, following established procedures for recording and reconciling deposits.

General Accounting

• Provide back-up support for all accounting functions;
• Proactively research and resolve accounting inconsistencies;
• Participate in annual audits including preparation and review of schedules and support requests from external auditors during planning and fieldwork and in preparation of Federal Form 990, MA Form PC and associated documentation;
• Assist with month-end close between 2nd and third weeks of month;
• Prepare journal entries related to AR transactions, biweekly payroll as well as monthly balance sheet accruals and deferred revenue entries;
• Run financial statements, Income Statement, Statement of Activities and cash Flowon Monthly basis;
• Support in the preparation of financial reporting to donors, 1099 forms, annual audits and any other statutory financial reports;
• Interdepartmental Collaboration: Act as the first point of contact for all financial queries from staff. Work closely with other departments to ensure alignment on financial processes, reporting, and budgeting, helping to optimize operational efficiency. Organize and process employee reimbursements;
• Financial Process Optimization: Continuously review and improve financial processes, ensuring best practices and efficiency in all aspects of financial and operational management;
• Serve as internal manager for annual audit working in conjunction with CFO and outside auditing firm (Clifton Larson Allen, CPA) including prepare work papers and reviewing schedules;

Payroll- Prepare biweekly payroll entries

• In coordination with Operations staff and Human Resources, track and monitor payroll records for all staff, ensuring accuracy and timely processing of payroll-related expenses;
• Prepare biweekly payroll entry in QuickBooks.

WHO YOU ARE

All CSIOBS staff bring a commitment to our mission of unleashing students to be challenged via discovery, as well as the ability to thrive in an environment that values excellence, gratitude, well-being, diversity, authenticity, and collaboration. All candidates should demonstrate leadership, coaching, relationship management experience, and substantial success in managing funder relationships.

Qualifications:

• Three to five years of progressive accounting experience with an understanding of all types of accounting transactions;
• BA/BS degree in accounting or business, or equivalent experience required;
• Strong knowledge of all nonprofit functional accounting areas required;
• Strong analytical skills;
• Strong critical thinking skills including the ability to see patterns & discrepancies in data and having an eye for details. Possess an investigative mindset when entering or reviewing entries or back up to identify those that do not look correct or appropriate.
• Demonstrated experience developing and delivering accounting related trainings;
• Experience creating financial reports for management as well as Board of Directors;
• Federal grant/contract experience including subrecipient monitoring a plus;
• Proficiency with accounting software (i.e. QuickBooks Desktop Enterprise), Bill.com:

Payables and Receivables and Spend and Expense or comparable bill payment and expense reporting systems;

• Proficiency with MS Office 365;
• Experience with ADP Payroll Systems and Time and Attendance Systems;
• Experience with contract management and in recognizing and negotiating favorable contract terms and conditions;
• Experience in working with third party auditors during planning, fieldwork, 990 tax form preparation including pulling required documentation and preparing audit schedules for CFO Review;
• Flexible and skilled at multi-tasking and setting priorities;
• Excellent written and verbal communication skills;
• Ability to function independently and work as part of a team;
• Experience building and working in a diverse, equitable, and inclusive workforce.

LOCATION AND OTHER REQUIREMENTS

This is a salaried position requiring in-person work in Boston. CSIOBS Administrative staff work a hybrid schedule. Employees work out of our local office in Boston's Seaport Neighborhood. Occasionally you will be required to go to our island in Boston Harbor for events, meetings, and trainings. Ferry transportation will be provided. A background check is required for this position.