Accounting Specialist

Position Summary

Isuroon is seeking a detail-oriented Accounting Specialist to manage daily accounting transactions, including accounts payable, payroll, check preparation, bank deposits, and employee reimbursements. This position maintains accurate financial records in QuickBooks Online and provides documentation to support grant invoicing, financial reporting, and audits.

The ideal candidate is organized, dependable, comfortable working with financial information, and committed to accuracy, confidentiality, and teamwork.

Essential Duties and Responsibilities

Accounts Payable and Payment Processing

• Review, code, and enter vendor invoices into QuickBooks Online, ensuring proper documentation and approvals.
• Prepare checks and payments for authorized approval and signature.
• Maintain vendor records, including W-9 forms and contractor payments for 1099 reporting.
• Respond to vendor inquiries and resolve routine payment questions.

Payroll Processing

• Process biweekly payroll accurately and on schedule.
• Review timesheets, payroll changes, and deductions for completeness and required approvals.
• Maintain payroll records, including documentation supporting approved program and grant allocations.
• Resolve payroll questions and assist with payroll reports and notices.

Bank Deposits, Receivables, and Reimbursements

• Prepare and make bank deposits, record receipts, and apply payments to appropriate receivables.
• Process employee reimbursements after verifying receipts, approvals, and compliance with organizational policies.

Accounting Records and QuickBooks

• Record and categorize financial transactions using appropriate accounts, programs, grants, and classes based on approved coding instructions.
• Collect, review, scan, and attach supporting documentation for invoices, checks, deposits, reimbursements, and debit card transactions in QuickBooks Online.
• Maintain organized records, appropriate audit trails, and compliance with document retention policies.
• Follow up with employees, vendors, and Program Directors to obtain missing documentation and resolve routine transaction questions.
• Identify and report unresolved discrepancies or coding issues requiring additional review.

Grant Invoice and Program Support

• Provide Program Directors with accurate expense reports, payroll records, and supporting documentation according to established grant invoicing deadlines.
• Assist Program Directors in researching expenditures and resolving documentation questions.

Month-End and Audit Support

• Ensure routine transactions and supporting documentation are complete by established monthly deadlines.
• Assist the Bookkeeper / Staff Accountant with reconciliation questions and month-end closing activities.
• Provide financial documentation for audits, internal reviews, and reporting.

Internal Controls and Communication

• Follow established accounting procedures, approval requirements, and internal controls.
• Promptly report unusual transactions, missing approvals, or unresolved financial discrepancies.
• Communicate effectively with employees, vendors, Program Directors, and finance team members.

Required Qualifications

• Experience with bookkeeping, accounts payable, payroll processing, or related financial administrative responsibilities.
• Basic understanding of accounting procedures and ability to maintain accurate financial records.
• Strong organizational skills, accuracy, and attention to detail.
• Ability to learn accounting software, follow established procedures, and meet deadlines.
• Proficiency with Microsoft Excel and basic office applications.
• Effective communication skills, dependability, and ability to work independently and collaboratively.
• Ability to maintain confidentiality of financial and employee information.

Preferred Qualifications

• Hands-on payroll processing experience.
• Experience with QuickBooks Online.
• Nonprofit or grant-funded accounting experience.
• Familiarity with program and grant tracking.
• Experience supporting financial audits and documentation requirements.
• Formal accounting education or training; a college degree is not required.

Other Duties

This job description outlines the primary responsibilities of the position and is not exhaustive. Other related duties may be assigned based on organizational needs.