Accounting Specialist

Position Summary:

The Accounting Specialist will be committed to the mission, vision, and services of Roots and able to engage funders and funding agencies accordingly. The Accounting Specialist will provide accounting support to major financial accounting areas, including accounts payable, accounts receivable, general ledger accounting, bank reconciliations, and data entry.  

Duties and Responsibilities:

Accounts Receivable Management

• Prepare and issue invoices for grants, contracts, program services, membership fees, and other receivables.
• Monitor outstanding balances and follow up on overdue accounts.
• Process and record payments received via check, ACH, credit card, online giving platforms, and other methods.
• Reconcile accounts receivable subledgers with the general ledger.
• Investigate and resolve billing discrepancies and payment issues.

Donor and Grant Revenue Tracking

• Record and track donor contributions, pledges, sponsorships, and grant receivables.
• Monitor restricted and unrestricted funding sources.
• Ensure proper coding of revenue according to donor restrictions and organizational policies.
• Coordinate with development and fundraising teams to reconcile donation records.

Financial Reporting and Reconciliation

• Prepare aging reports and accounts receivable analyses.
• Assist with month-end and year-end closing processes.
• Reconcile bank deposits and cash receipts.
• Generate revenue reports for management, auditors, grantors, and regulatory agencies.

Collections and Customer Service

• Communicate professionally with donors, grantors, clients, members, and vendors regarding payment matters.
• Maintain positive relationships while addressing overdue accounts.
• Respond to inquiries regarding invoices, account balances, and payment history.

Compliance and Recordkeeping

• Maintain accurate financial records and supporting documentation.
• Ensure compliance with nonprofit accounting principles, grant requirements, and organizational policies.
• Assist with internal and external audits by providing requested documentation.
• Support compliance with applicable federal, state, and donor reporting requirements.

Data Management

• Maintain donor, customer, and grantor account information in accounting and fundraising databases.
• Verify data accuracy and completeness.
• Assist with system updates, data cleanup, and process improvements.

Qualifications & Competencies:

• B.S. Accounting/Finance or equivalent experience in related fields.
• 1 - 2 years’ experience in processing accounts receivable with non-profit organizations.
• Knowledge of cost allocation/analysis processes.
• SAGE Intacct experience is highly preferred.
• Knowledge of GAAP rules, policies, and procedures that is reflective of the financial services industry.
• Proven, solid Excel and Word skills and exposure to automated accounting systems.
• Ability to plan effectively and prioritize tasks with competing deadlines, with minimal oversight.
• Interest/proficiency in working on issues affecting urban underserved, impoverished, and marginalized communities of color.
• Must be able to work on-site up to full-time, as needed.

A high-performing healthcare grants invoicing function:

• Reads & abstracts contracts accurately and quickly
• Builds automated invoice templates
• Links GL + operational data (AP, patients/services)
• Ensures audit-ready documentation
• Ensure No revenue leakage
• Comply with federal & payer requirements
• Reusable invoice templates by grant type
• Successful completion of a written assessment may be required. 

Physical Requirements

• Frequent sitting, standing, walking, bending, and computer use.
• Ability to travel between sites or community locations, if applicable.
• Ability to engage with participants in clinic, community, and field-based settings.

Work Environment Expectations

Employees working in office or clinic settings may experience normal workplace sounds, smells, and activity throughout the day. This may include conversations, phones ringing, typing, coughing, eating, office equipment noise, movement throughout shared spaces, food or coffee smells, cleaning products, and routine staff or client interactions.

Employees are expected to maintain professionalism in shared workspaces by:

• Communicating respectfully with coworkers
• Using reasonable solutions to minimize distractions (headphones, white noise, etc.)
• Avoiding excessive monitoring or documenting of routine coworker behaviors
• Remaining focused on work responsibilities and operational needs