Accounting Specialist

The Accounting Specialist is responsible for supporting the Accounting Manager. This position supports payroll, compliance with federal and state wage and hour regulations, and strong alignment between payroll, accounting, and HR processes. The Accounting Specialist collaborates closely with Finance, Human Resources, and Operations.  

Primary Responsibilities

• Process and record transactions and ensure all invoices and reimbursements are paid accurately and in accordance with company policy.
• Process and deposit checks received for services performed.                                  
• Review expense coding to ensure grant compliance and code all eligible costs, including AP, credit card charges, and staff reimbursements to restricted grants and contracts in QBO.
• Review process and reconcile credit card reports and receipts submitted by cardholders.
• Review and allocate nutrition program costs.
• Enter Payroll data into our QBO accounting system.
• Collaborate with team members to provide necessary financial reports to management.
• Assist with annual audit preparation and compliance.
• Scan, upload, and organize financial documents electronically.
• Prepare and distribute paper checks for employees not enrolled in direct deposit, ensuring secure handling and timely distribution.  
• Develop payroll-by-department reports monthly and meet with the Accounting Manager to review accuracy and alignment with budget expectations; develop, discuss, and then implement a plan to address any identified variances or deficiencies.  
• Send timely reminder communications to managers on payroll deadlines, approvals, and required actions, and communicate payroll updates or changes promptly.  
• Communicate any payroll corrections or adjustments to affected employees in advance of processing to promote transparency and prevent errors or unexpected outcomes.  
• Prepare monthly payroll reports for the Accounting Manager and review by the department.
• Manage AP check runs (Tuesdays and Thursdays), ensuring timely vendor payments.
• Maintain organized digital records by scanning and uploading documentation into QBO.
• Monitor and verify ACH payments, including utilities, benefits, and recurring vendors.
• Other duties as assigned by the Accounting Manager.

Qualifications

• Recent QBO Accounting System experience required.
• Experience with QBO AI functions preferred.
• 4 or more years of accounting experience required.
• Proven organizational and analytical skills 
• Strong Knowledge of GAAP as relevant to nonprofit entities.
• Maintain accurate, detailed, and compliant records.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office 365.
• Ability to work collaboratively and independently in a fast-paced environment.

Education

• High School Diploma/GED Required
• Degree in Accounting or Finance or Equivalent Experience

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer