Accounting Associate

SUMMARY

The Accounting Associate provides operational and transactional accounting support to ensure the accurate and timely processing of financial transactions across the organization. This position performs a variety of accounting, disbursement, reconciliation, vendor management, scholarship administration, and customer service functions while supporting the overall effectiveness of the accounting team.

The Accounting Associate serves as a key point of contact for internal and external stakeholders, helping facilitate daily financial operations, maintain accurate records, and support month-end, year-end, and special project activities.

BEHAVIORAL EXPECTATIONS:

• Follow the principles of the Foundation’s core values: 

1. Trust
2. Respect
3.  Integrity 
4. Commitment

• Motivated to value-add to the success of the Foundation
• Effective communicator
• Collaborative 
• Dependable 
• Detail-oriented
• Adaptable, receptive to change
• Teach through example and service
• Practice professional curiosity and desire to learn
• Excellent interpersonal skills and ability to work with a diverse constituency
• Maintain confidentiality
• Work safely  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Cash Disbursement Request (CDR) Processing

• Process and review Cash Disbursement Requests (CDRs) for completeness and compliance
• Coordinate approvals and supporting documentation
• Process payments and monitor disbursement activity, reviewing for compliance with Foundation policy, donor intent, and all applicable laws and regulations
• Respond to questions regarding payment requests and disbursement status
• Ensure timely and accurate processing of daily transactions.

Scholarship Administration

• Coordinate scholarship payment processing and related accounting activities
• Maintain scholarship records and support documentation
• Reconcile scholarship transactions and balances
• Support annual scholarship reporting requirements

Vendor Management & Accounts Payable Support

• Maintain vendor records and documentation
• Coordinate vendor onboarding and updates and assist with vendor inquiries
• Ensure compliance with IRS and organizational requirements
• Support annual vendor reporting and compliance activities

Reconciliations & Financial Record Maintenance

• Prepare assigned balance sheet reconciliations
• Perform accounts payable check reconciliations
• Research and resolve routine discrepancies
• Maintain supporting documentation for reconciliations and audits
• Assist with month-end and year-end accounting activities

Budget & Reporting Support

• Assist with annual budget preparation activities
• Distribute monthly budget-to-actual reports
• Compile and organize financial information for reporting purposes
• Support routine and ad hoc reporting requests
• Assist accounting staff with data gathering and report preparation

LLC & Special Entity Accounting Support

• Maintain accounting records for assigned LLCs and special entities
• Assist with transaction review and reconciliations
• Support preparation of financial information related to entity activity
• Maintain supporting documentation and schedules

Compliance & Annual Reporting

• Coordinate annual 1099 processing and reporting
• Process IRS and state tax payment requests
• Maintain records supporting compliance requirements
• Assist with regulatory reporting activities as assigned
• Support annual audit requests and documentation preparation

Customer Service & Accounting Operations

• Monitor and respond to accounting service requests and Zendesk tickets
• Serve as a customer service resource for internal and external stakeholders
• Route inquiries to appropriate accounting staff when necessary
• Assist with issue resolution and follow-up communication
• Maintain positive and professional relationships with stakeholders

Project & Administrative Support

• Participate in accounting projects and process improvement initiatives
• Support department meetings, training efforts, and documentation updates
• Cross-train with other accounting team members to provide operational coverage
• Perform other accounting and administrative duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

• Solid knowledge of accounting principles and financial processes
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong customer service and communication skills
• Ability to maintain confidentiality and professionalism
• Proficiency in Microsoft Office applications, particularly Excel
• Ability to learn and effectively utilize accounting and financial systems

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Accounting, Finance, or related field preferred
• Minimum two years of relevant experience
• Experience in nonprofit, higher education, or foundation environments preferred.
• Experience working with accounting software and financial systems.
• Experience in providing customer service and operational support.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• This job is conducted in an office work environment, sitting most of the time
• Approximately 90% of this position’s duties require use of a computer
• Must be able to exert up to 20 lbs. of force occasionally
• Some travel may be required