Staff Accountant

Position Summary

The Staff Accountant is responsible for performing and overseeing a broad range of accounting functions to ensure the organization's financial records are accurate, complete, timely, and compliant with applicable accounting standards, grant requirements, internal policies, and contractual obligations.

This position has significant responsibility for cash management, accounts receivable and accounts payable, account reconciliations, month-end close, grant billing and reporting, intercompany accounting, accruals, financial analysis, and annual audit support.

The Staff Accountant works closely with the Controller, Finance team, program leadership, grant administrators, payroll, accounts payable, and external auditors to ensure financial transactions are properly recorded, supported, reconciled, and reported.

Essential Duties and Responsibilities

1. General Accounting & Transaction Processing

Daily/Weekly Responsibilities

• Run and review transaction reports from organizational bank accounts.
• Apply cash receipts to outstanding customer invoices and accounts receivable.
• Record cash transactions that do not have corresponding accounts receivable or accounts payable transactions through appropriate journal entries or cash sales.
• Obtain, review, and maintain appropriate supporting documentation for cash transactions.
• Research and resolve discrepancies between invoices and payments received.
• Research and resolve discrepancies between vendor bills and payments issued.
• Process credit memos, bill credits, journal entries, and other accounting adjustments as appropriate.
• Prepare and execute bank deposits and ensure funds are recorded and deposited to the appropriate subsidiary.
• Monitor accounts receivable and accounts payable balances.
• Reconcile customer and vendor accounts and resolve outstanding or inaccurate balances.
• Create invoices for receivables that are not generated through contract or grant billing.
• Create bills related to banking and financing activities, including loans, mortgages, and lines of credit.
• Reconcile long-term liability general ledger accounts to underlying loan, mortgage, and financing statements.
• Ensure transactions are recorded in the correct subsidiary, account, department, program, and funding source.

2. Month-End Close & Account Reconciliations

The Staff Accountant plays a key role in completing an accurate and timely monthly financial close.

Bank Reconciliations

• Download and organize monthly bank statements.
• Prepare bank statement files for NetSuite upload.
• Reconcile bank accounts to the general ledger.
• Investigate outstanding, uncleared, duplicate, or unusual transactions.
• Identify and resolve bank reconciliation variances.
• Ensure all reconciling items are properly documented and cleared timely.

Credit Card Reconciliations

• Review and classify credit card transactions to the appropriate expense accounts.
• Record credit card transactions against the appropriate credit card/current liability accounts.
• Prepare bills and related accounting entries to ensure credit card liabilities are properly reflected in accounts payable.
• Prepare credit card transaction files for NetSuite upload.
• Reconcile credit card general ledger accounts to monthly credit card statements.
• Research and resolve discrepancies and outstanding transactions.
• Ensure credit card liabilities are complete and accurately stated at month-end.

Balance Sheet Reconciliations

• Prepare monthly balance sheet account reconciliations.
• Reconcile accounts receivable subsidiary records to the general ledger and trial balance.
• Reconcile asset and liability accounts to appropriate supporting documentation.
• Investigate unusual balances and reconciling items.
• Prepare correcting journal entries as necessary.
• Maintain organized reconciliation workpapers and supporting schedules.
• Ensure balance sheet accounts are properly supported and review-ready.

3. Accounts Receivable & Accrual Accounting

• Perform monthly accounts receivable reconciliations.
• Tie accounts receivable aging reports to the general ledger.
• Reconcile the general ledger to the trial balance.
• Investigate and resolve differences between subsidiary ledgers and the general ledger.
• Record monthly accruals for unbilled revenue based on historical activity, contractual terms, and reasonable expectations of earned revenue.
• Review subsequent billing and cash receipts to validate accrued revenue.
• Maintain documentation supporting revenue accrual calculations.
• Coordinate with program and billing personnel regarding outstanding receivables and unbilled revenue.

4. Payroll Accruals

• Prepare monthly payroll accruals for services performed during the accounting period but not yet paid.
• Obtain payroll reports and supporting information necessary to calculate accruals.
• Review accrued payroll balances for reasonableness.
• Reverse prior-period payroll accruals as appropriate.
• Reconcile payroll accruals to subsequent payroll payments.
• Coordinate with Payroll and Finance personnel to resolve discrepancies.

5. In-Kind Revenue & Contributions

• Retrieve monthly in-kind revenue and volunteer service reports from Salesforce.
• Review reports for completeness and accuracy.
• Record non-cash contributions and volunteer service hours in the accounting system.
• Record corresponding in-kind expenses in accordance with applicable accounting requirements.
• Reconcile in-kind revenue and expense accounts to Salesforce reports.
• Maintain supporting documentation for in-kind transactions.
• Provide in-kind schedules and supporting documentation for management and annual audits.

6. Grant Accounting & Billing

The Staff Accountant is responsible for accounting and billing activities associated with assigned grants, including ICCB federal, state, and performance grants.

Grant Billing

• Prepare monthly grant invoices in NetSuite.
• Review grant-related expenses for allowability, accuracy, and appropriate coding.
• Review and gather supporting documentation for reimbursable grant expenses.
• Review monthly payroll allocations based on approved grant budget percentages.
• Ensure payroll and other expenses are appropriately allocated to applicable grants.
• Enter eligible grant expenses and submit payment requests through Amifund.
• Prepare quarterly grant reports through Amifund.
• Reconcile grant billing activity to the general ledger and grant records.
• Monitor grant expenditures against approved budgets.
• Identify unusual or unsupported grant expenditures and coordinate resolution with program personnel.
• Maintain complete grant billing and reporting documentation.
• Participate in weekly meetings with ICCB and program teams regarding grant activity, billing, reporting, and financial issues.

Grant Compliance

• Ensure grant transactions comply with applicable funding requirements and organizational policies.
• Maintain adequate documentation to support grant expenditures and reimbursement requests.
• Assist with grant audits and monitoring reviews.
• Identify potential compliance issues and communicate them to the Controller or appropriate management.

7. Intercompany Accounting

The Staff Accountant is responsible for monthly intercompany accounting activities across organizational subsidiaries and related entities.

• Review intercompany account 7491-00 for activity.
• Obtain payroll allocation support from payroll allocation reports.
• Review transactions to identify expenses requiring intercompany transfers.
• Prepare intercompany invoices and corresponding bills.
• Review other subsidiaries for additional intercompany activity.
• Ensure intercompany transactions are recorded consistently and accurately across entities.
• Reconcile intercompany accounts monthly.
• Confirm intercompany accounts are properly eliminated or net to zero as appropriate.
• Investigate and resolve intercompany differences.
• Complete the monthly Schedule A for 2501 Taylor.
• Allocate Taylor-related costs among the LLC, Landscape, and Foundation entities.
• Process KMA PMS intercompany invoices.
• Submit required supporting documentation to [email protected].
• Maintain appropriate documentation for all intercompany transactions.

8. Financial Reporting & Analysis

• Prepare recurring and ad hoc financial reports and schedules.
• Analyze account activity and identify unusual or unexpected fluctuations.
• Assist with monthly financial statement preparation.
• Research significant budget-to-actual variances.
• Prepare supporting schedules for management reporting.
• Provide financial information and analysis to the Controller and Finance leadership.
• Assist in identifying trends, errors, and potential control issues.
• Support management requests for financial data and analysis.

9. Audit Support

The Staff Accountant serves as a key Finance team resource during annual financial, grant, and other external audits.

Audit Responsibilities Include:

• Prepare and maintain audit schedules for cash and cash equivalents.
• Provide bank statements and monthly bank reconciliations.
• Prepare subsequent cash receipts schedules.
• Prepare subsequent bank statement support.
• Prepare subsequent disbursement schedules.
• Prepare schedules supporting non-cash contributions and in-kind revenue.
• Reconcile in-kind revenue schedules to supporting reports.
• Organize requested documentation for selected transactions.
• Retrieve invoices, bills, receipts, contracts, journal entries, and other supporting documentation.
• Prepare additional audit schedules as requested.
• Respond to auditor questions and follow up on outstanding requests.
• Maintain an organized audit support file throughout the year to facilitate the annual audit process.

10. NetSuite Responsibilities

• Process accounting transactions in NetSuite accurately and timely.
• Prepare journal entries and recurring entries.
• Upload transaction files when appropriate.
• Maintain accurate subsidiary, account, department, program, and funding classifications.
• Perform general ledger research and transaction analysis.
• Reconcile subsidiary records to general ledger balances.
• Assist with troubleshooting accounting system issues.
• Ensure supporting documentation is attached or maintained for significant transactions.
• Assist with improving NetSuite accounting processes and controls.

11. Internal Controls & Compliance

• Follow established accounting policies and internal controls.
• Maintain appropriate segregation of duties.
• Ensure transactions have adequate supporting documentation and approvals.
• Identify accounting discrepancies, control weaknesses, and unusual transactions.
• Escalate significant accounting issues to the Controller.
• Assist with strengthening accounting procedures and processes.
• Maintain confidentiality of financial, employee, vendor, donor, and organizational information.