Accounting Administrator

Overview

The organization is seeking a skilled Accounting Administrator with experience in the nonprofit sector and a strong background in accounts payable coordination. This role includes organizing and processing weekly pay runs, maintaining finance administrative communications, and preparing month-end reports and reconciliations. Work will involve close collaboration with stakeholders to ensure accurate documentation and compliance with applicable policies. Knowledge of GAAP is strongly preferred.

Responsibilities

Accounts Payable (75% of time)

• Manage a finance inbox for general inquiries and bill delivery; serve as a liaison between the inbox and other Finance team members.
• Assist with vendor onboarding and record creation/maintenance in NetSuite accounting software.
• Update and validate vendor banking information, ensuring changes are verified and documented in accordance with internal controls and fraud prevention procedures.
• Receive and organize bills, ensure proper supporting documentation and appropriate approval routing to Budget Holders; manage Budget Holder approvals against the weekly payment timeline and follow up as needed.
• Coordinate with the Accountant(s) and other Accounting Administrators to enter weekly bills; plan for and communicate timeline shifts.
• Aggregate and document bills approved for payment, set up bills to be paid in appropriate systems, coordinate with signatories to ensure timely approval of payments, and resolve associated payment issues.
• Enter Purchase Orders in NetSuite as needed.
• Monitor expenses to ensure they are allowable under the Federal Uniform Guidance and other funder policies.
• Maintain working knowledge of accounts payable and vendor file best practices and procedures, fraud detection and mitigation, and other up-to-date practices to safeguard organizational assets.
• Assist with annual Form 1099 reporting and other AP-related filings as needed.

Month-End Close / Other (25% of time)

• Prepare assigned monthly bank reconciliations.
• Assist with monthly credit card reconciliations as assigned; process in Concur to ensure timely submissions, appropriate approvals, accurate allocations, and imports into NetSuite.
• Monitor outstanding checks in the system by conducting a monthly review and following up with vendors and the Sr. Accountant/Controller as needed.
• Monitor outstanding purchase orders in NetSuite by conducting a monthly review, preparing a detailed report, and working with Accounting, Contracts, and others to resolve questions or issues.
• Assist with entering cash receipts, bank transfers, and deposits during Accountant absences.
• Assist with external audit preparation and ongoing internal audit and control procedures.
• Provide other accounting and administrative support to the Finance & Administration team as needed.
• Maintain accurate electronic accounting files.

Requirements

• Previous experience managing medium- to high-volume accounts payable operations strongly preferred.
• Experience in a nonprofit or higher education environment preferred.
• Familiarity with accounts payable fraud prevention, internal controls, and risk management procedures preferred.
• Knowledge of accounting best practices, laws, standards, and Generally Accepted Accounting Principles (GAAP) strongly preferred.
• Proficiency with Microsoft Office tools required; advanced proficiency with Microsoft Excel (e.g., VLOOKUP and/or pivot tables) preferred.
• Digital fluency using cloud-based office tools such as G Suite, CRMs and/or ERPs (Salesforce, NetSuite, Sage Intacct), collaboration tools, and other web-based applications (Concur, Stampli), with ease incorporating these tools into day-to-day work.
• Excellent customer service and communication skills with a wide range of constituents.
• Exceptional time management and organization skills; ability to prioritize in a changing environment.

Preferred Qualifications

• Nonprofit or higher education accounts payable experience.
• Accounts payable fraud prevention, internal controls, and risk management familiarity.
• Advanced Excel skills (VLOOKUP and/or pivot tables).
• Cloud accounting/ERP and expense/reporting tooling experience (e.g., Concur, NetSuite).

Compensation & Benefits

• Salary range: $50,000–$65,000, commensurate with experience and internal equity.
• 403(b) with 200% match up to a maximum contribution from the organization of 10% when the employee contributes 5% (eligible after one year of service for the match).
• Medical, Dental, and Vision insurance.
• $1,000 home office stipend upon hire.
• Work weeks reflect a focus on work-life balance; it is the aim for this position to not work more than a 40-hour workweek.
• 20 paid vacation days.
• 12 paid holidays.
• 12 paid wellness days.
• Benefits are reviewed each fiscal year and may be subject to change.

Location

Not specified in the provided job description.

Additional Information

• The organization seeks candidates who can thrive with competing and changing priorities and tight deadlines.
• Solid collaboration, learning agility, attention to detail, and strong written and oral communication skills are expected.
• Employment eligibility will be verified via E-Verify.