Accounting Clerk

POSITION DESCRIPTION

JOB TITLE: Accounting Clerk

REPORTS TO: Finance Manager

LOCATION: Support Center

POSITION SUMMARY

Under general supervision, the Accounting Clerk performs a variety of accounting and administrative duties in accordance with standard accounting procedures and organizational policies. This position provides support to the Finance Manager and Finance Department through accurate and timely transaction processing, recordkeeping, accounts payable activities, grant support, and financial reporting.

The Accounting Clerk is responsible for ensuring financial transactions are properly documented, coded, entered into the accounting system, and maintained in an organized and audit-ready manner. The position works closely with Finance, Program staff, vendors, and other departments to support accurate financial reporting, grant compliance, and effective internal controls.

KEY ROLES & ESSENTIAL JOB RESPONSIBILITIES

• Accurately enter financial transactions into QuickBooks Online and ensure all supporting documentation is uploaded and maintained.
• Review transactions for proper coding to the appropriate general ledger account, department, grant, and functional expense classification.
• Maintain accurate and organized records of invoices, payments, journal entries, payroll transactions, and other financial documentation.
• Process vendor invoices, verifying accuracy, proper authorization, supporting documentation, and compliance with organizational and grant requirements.
• Prepare checks and electronic payments and communicate with vendors regarding payment status or discrepancies as needed.
• Monitor company credit card activity and ensure receipts and supporting documentation are collected timely, properly coded, and reconciled to statements.
• Update cash flow expense detail as bills and expenses are entered to support accurate cash flow forecasting and financial planning.
• Compile supporting documentation and financial information for grant reimbursement requests, expenditure reports, and other grant-related reporting.
• Assist with monthly, quarterly, and annual financial reporting by preparing reports, schedules, reconciliations, and supporting documentation as requested.
• Support year-end audit preparation by gathering documentation and assisting with auditor requests.
• Maintain organized physical and electronic filing systems for vendor records, invoices, grant documentation, credit card records, reconciliations, and other financial records.
• Ensure financial records are maintained in accordance with document retention requirements and remain readily available for audits, grant reviews, and internal review.
• Maintain confidentiality of sensitive financial, employee, donor, and organizational information.
• Support internal controls by reviewing source documentation for completeness and accuracy and maintaining appropriate audit trails.
• Communicate with staff, vendors, and other departments to resolve missing documentation, coding questions, discrepancies, and other accounting-related matters.
• Provide accounts receivable and other Finance Department support as needed.
• Perform other duties as assigned to support the Finance Department and overall operations of the organization.

EDUCATIONAL QUALIFICATIONS & SKILLS 

• Associate’s Degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent education and relevant experience may be considered.
• One to two years of accounting, bookkeeping, accounts payable, or related financial experience preferred.
• Working knowledge of basic accounting principles and financial recordkeeping.
• Proficiency in Microsoft Word and Excel; experience with QuickBooks Online or similar accounting software preferred.
• Strong attention to detail with the ability to identify errors, discrepancies, and incomplete documentation.
• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Effective written and verbal communication skills and the ability to work collaboratively with staff, vendors, and other departments.
• Ability to exercise discretion and maintain confidentiality when handling sensitive financial and organizational information.
• Strong analytical and numerical aptitude.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Duties and responsibilities may be modified as necessary to meet the needs of the organization.