Accounting Supervisor

Description

Summary:

The Accounting Supervisor oversees day-to-day accounting operations and programmatic financial activities for assigned programs, grants, contracts, and agencies. Reporting to the Director of Finance, this position provides direct supervision, training, and technical support to Program Accountants and other assigned finance staff and works closely with program leadership to ensure timely, accurate, and compliant financial management.

Key responsibilities include coordinating the monthly close, monitoring grant and contract spending, reviewing budgets and financial reports, maintaining accurate financial databases and Project IDs, supporting payroll and labor allocations, and ensuring financial information is complete and reliable. The Accounting Supervisor works proactively with Program Accountants and program leadership to maximize allowable use of awarded funding, identify underspending or financial issues early, and minimize unspent grant and foundation balances.

This position includes direct supervision and hands-on training of assigned finance staff. The Accounting Supervisor serves as a key resource to Program Accountants and programs and may step in to perform accounting duties as needed to meet deadlines, maintain continuity, and support the Director of Finance.

Requirements

Position Responsibilities:

Compliance and Staff Oversight

• Manage all administrative functions related to direct reports, ensuring operational efficiency and accountability.
• Lead onboarding, hands-on training, cross-training, and ongoing coaching of Program Accountants and assigned finance staff; provide performance feedback and elevate staffing or performance concerns to the Director of Finance.
• Develop and maintain consistent training for Program Accountants and program staff on financial processes, grant requirements, coding, budgets, financial reports, Sage Intacct, Project IDs, databases, and supporting documentation.
• Must ensure staff complete all required professional development training in a timely manner

Financial Management, Reporting and Audit

• Supervise the accurate and timely preparation, review, and submission of invoices, reimbursement requests, grant drawdowns, and financial reports assigned to Program Accountants. 
• Direct the preparation and coordination of financial reports for funders, program monitors, and external auditors.
• Coordinate financial reports and supporting documentation for funders, foundations, program monitors, audits, and internal leadership.
• Review journal entries and supporting documentation for accuracy, proper coding, appropriate Project IDs, funding sources, programs, departments, and compliance with GAAP and internal policies.
• Review reconciliations of assigned balance sheet accounts, general ledger activity, subledgers, receivables, and other accounts to support an accurate and timely monthly close.
• Assist the Director of Finance with audit preparation, schedules, supporting documentation, grant testing, and timely resolution of requested items.
• Review payroll financial uploads and labor distribution reports to ensure employee time and payroll costs are accurately allocated to the appropriate departments, cost centers, programs, funding sources, Project IDs, grants, and contracts.
• Work with Program Accountants and program leadership to identify and correct payroll allocation issues timely and ensure allocations agree with approved grant and contract budgets.
• Maintain accurate accounting dimensions and coding structures for assigned programs and awards, including creating and maintaining Project IDs and ensuring they align with approved budgets, contracts, grants, departments, programs, and funding sources.
• Monitor the accuracy and completeness of financial databases and integrations used for grants, contracts, payroll allocations, billing, and reporting; research discrepancies and coordinate corrections with the appropriate staff.

Budgeting and Strategic Planning

• Assist the Director of Finance and program leadership with development of annual operating, grant, foundation, and program budgets.
• Meet monthly with Program Directors and department managers to review financial results, grant status, budget-to-actual performance, payroll allocations, spending plans, forecasts, and needed corrective actions.
• Maintain a comprehensive calendar of grant, contract, foundation, billing, reporting, budget revision, and closeout deadlines and ensure assigned submissions are completed timely.
• Review grant, foundation, and contract budgets for accuracy, including revenue, expenses, staffing, allocations, match requirements, and allowable costs, and ensure approved budgets are accurately reflected in Sage Intacct and supporting databases.
• Prepare, coordinate, and track budget revisions and grant or contract budget amendments with Program Accountants and program leadership, ensuring changes are documented, approved, submitted timely, and updated in financial systems.
• Maintain strong working knowledge of federal, state, local, foundation, and private grant and contract requirements, including allowable costs, match, spending periods, reporting, billing, and closeout requirements.
• Monitor grant, contract, and foundation utilization throughout each award period to identify underspending, overages, unbilled costs, allocation issues, or available funding; work with Program Accountants and programs to maximize allowable reimbursement and avoid leaving awarded funds unutilized when eligible costs are available.
• Provide regular grant and foundation status reporting to the Director of Finance, including budget-to-actual results, spending projections, remaining balances, reimbursement status, deadlines, compliance concerns, and recommended follow-up actions.

Ethics, Safety, and Confidentiality

• Maintain strict confidentiality of sensitive financial, client, donor, and operational information in accordance with agency policies and applicable laws.
• Must ensure the completion of all required professional development assignments in a timely manner for their direct reports.
• Must complete all required professional development assigned in a timely manner.
• Must be sensitive to the service population’s cultural and socioeconomic characteristics.
• Adhering to safety training and protocols on a daily basis, and taking precautionary measure to ensure the safety and well-being of self, and others.   
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team      member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Other duties as assigned by the Director of Finance.

Competencies: 

Adaptability

Communication

Critical Thinking

Integrity/Honesty

Results Oriented

Minimum Qualifications: 

• Education
  • Bachelor’s degree or higher in Accounting or business-related field.
• Experience
  • Minimum of 7 years' experience in Accounting/Finance, preferably in nonprofit or grant-funded organizations, with at least 2 years of experience in a supervisory role. Experience with federal grants/contracts and Sage Intacct strongly preferred.
• License and Credentials
  • Reliable transportation
  • Valid driver license, with clean driving record
  • Valid vehicle insurance

Minimum Knowledge and Skills: 

• Extensive working knowledge of Microsoft Office products;
• A solid grasp of General Accepted Accounting Principles and Non-Profit Accounting;
• Must be detail oriented, organized, self-motivated, work well independently and on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem-solving skills.
• Advanced working knowledge of Sage Intacct is required, including general ledger, dimensions, reporting, chart of accounts management, and financial data integrations;
• Strong knowledge of nonprofit budgeting, forecasting, budget revisions, grant and contract financial management, and federal award compliance;
• Demonstrated ability to analyze grant and contract spending, identify available or underutilized funding, and coordinate timely financial actions to maximize allowable reimbursement;
• Experience with payroll accounting and labor distribution/allocation systems, including allocation of personnel costs across departments, cost centers, grants, and contracts;
• Knowledge of treasury management, banking relationships, investment accounting, fixed assets, and depreciation;

Travel Requirements:

Travel requirements for the position includes 5% local and 2% overnight.