Accounting Associate

The Accounting Associate – General supports the financial operations of the organization with a focus on cash management, donor-related transactions, accounts receivable (non-grant), in-kind contributions, and general ledger reconciliation. This role ensures accurate recording and stewardship of funds, compliance with nonprofit accounting standards, and timely reporting to support organizational decision-making, donor accountability, and audit requirements. The position also provides backup support for Accounts Payable functions.

Cash & Donor Funds Management

• Record and manage all cash activity, ensuring proper classification of restricted and unrestricted funds.
• Post cash sweep and inter-account transfer entries across bank accounts and affiliated entities.
• Process and track donations from multiple sources, including:
  • Lockbox, credit card, ACH, and wire transfers
  • Foundations and third-party platforms (e.g., CyberGrants)
  • Investment and institutional donors
• Record donor receipts, including establishing receivables when required.
• Maintain donor direct deposit records (add/update/remove donors, contribution amounts, and banking information).
• Administer Positive Pay (upload check files, resolve bank exceptions).
• Process remote deposits, refunds, and insurance claim checks; prepare physical deposits as needed.
• Communicate with Development regarding:
  • Returned checks and failed transactions
  • Unidentified or pending donations
  • Weekly updates on incoming funds
• Confirm receipt of donations and payments upon request.

Credit Card & Expense Management

• Maintain expense system data (e.g., project or program codes).
• Monitor credit card activity and respond to bank fraud alerts; coordinate with cardholders and financial institutions.
• Reconcile credit card transactions
• Record corporate credit card payments and insurance-related debits.
• Support expense report completion for employees on leave or separated from the organization.
• Ensure timely submission and approval of employee expense reports through regular follow-ups.
• Send monthly reminders and enforce compliance with credit card and reporting policies.

Accounts Receivable – Non-Grant

• Prepare and issue invoices for program services and partner organizations.
• Record and apply customer payments accurately in the accounting system.
• Monitor receivable balances and follow up on outstanding invoices.
• Manage intercompany and partner transactions, including:
  • Billing and reimbursements between affiliated entities
  • Administrative fees and shared cost allocations
• Record program-related receivables (e.g., CACFP reimbursements).
• Enter operational data into required reporting systems (e.g., MARS for meal tracking).

In-Kind Contributions & Inventory

• Record in-kind donations in accordance with nonprofit accounting standards (e.g., GAAP for contributed goods and services).
• Track and record volunteer hours for applicable programs.
• Assist with inventory tracking and adjustments for donated goods and program supplies.
• Process inventory-related adjustments tied to program operations.

Reporting, Reconciliation & Compliance

• Perform monthly reconciliation of assigned general ledger accounts, including cash, receivables, and other balance sheet accounts.
• Prepare supporting schedules for month-end and year-end close.
• Ensure proper documentation and audit trails for all transactions.
• Upload funder remittance advice and supporting documentation to SharePoint or designated systems.
• Assist in preparing financial reports for internal stakeholders, funders, and auditors.
• Support annual audit and compliance requirements, including responding to auditor requests.
• Identify discrepancies and proactively resolve variances.

 Accounts Payable Backup

• Provide backup support for Accounts Payable, including:
  • Invoice entry and coding in accordance with program and funding requirements
  • Payment processing (checks, ACH, wire transfers)
  • Vendor communication and issue resolution
• Ensure continuity of operations during staff absences or peak periods.

• Supports the annual organizational audit, including account reconciliations.
• Works on special projects as approved by supervisor, balancing priorities to ensure projects progress simultaneously and within established deadlines
• Supports record retention and storage process for the finance department.
• Performs other duties as assigned within the scope of the position

• High School Diploma and 3 years of accounting/finance experience, required.
• Associate's Degree in Accounting, Finance or related field and 1 year of experience, will be considered.
• Experience with accounting systems (e.g., NetSuite) and expense platforms (e.g., Centre Suite) is a plus.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Excel and general office applications.
• Must possess excellent written and oral communication skills, as well as interpersonal skills to effectively communicate with vendors, volunteers, and SVDP staff.
• Possess excellent organizational and time management skills to be able to efficiently prioritize work and meet identified deadlines.
• Ability to work under pressure, keep all work current and accurate, and respond to identified department deadlines with a sense of urgency
• Excellent problem-solving skills.
• Ability to work independently.
• Consistently demonstrate a team player attitude.

ENVIRONMENTAL CONDITIONS

__X__ Primarily Indoor Work              

TYPE OF WORK

___X__LIGHT WORK: Lifting 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.  It involves sitting most of the time with a degree of pushing/pulling of arm/or leg controls.