The Accounting Specialist is responsible for supporting the Accounting Manager. This position supports payroll, compliance with federal and state wage and hour regulations, and strong alignment between payroll, accounting, and HR processes. The Accounting Specialist collaborates closely with Finance, Human Resources, and Operations.  

Primary Responsibilities

• Process and recordtransactions and ensure all invoices and reimbursements are paid accurately andin accordance withcompanypolicy.
• Process anddeposit checks received for services performed.                                  
• Review expense coding to ensure grant compliance and code all eligible costs including AP, credit card charges and staff reimbursements to restricted grants and contracts in QBO.
• Review,processand reconcile credit card reports and receiptssubmittedby cardholders.
• Reviewandallocatenutritionprogramcosts.
• Enter Payroll data into ourQBOaccounting system.
• Collaborate with team members to provide necessary financial reports to management.
• Assistwith annualauditpreparation and compliance.
• Scan,upload,and organize financial documents electronically.
• Prepare and distribute paper checks for employees not enrolled in direct deposit, ensuring secure handling and timely distribution.  
• Develop payroll-by-department reports monthly and meet with the Accounting Manager to review accuracy and alignment with budget expectations; develop, discuss, and then implement a plan to address any identified variances or deficiencies.  
• Send timely reminder communications to managers on payroll deadlines, approvals, and required actions, and communicate payroll updates or changes promptly.  
• Communicate any payroll corrections or adjustments to affected employees in advance of processing to promote transparency and prevent errors or unexpected outcomes.  
• Prepare monthly payroll reports for Accounting Manager and review by department.
• Manage AP check runs (Tuesdays and Thursdays), ensuringtimelyvendor payments.
• Maintain organized digital records by scanning and uploading documentation into QBO.
• Monitor and verify ACH payments, including utilities, benefits, and recurring vendors.
• Other duties as assigned by Accounting Manager.

Qualifications

• Recent QBO Accounting System experiencerequired.
• Experience with QBO AI functions preferred.
• 4 or more years of accounting experience required.
• Proven organizational and analytical skills 
• Strong Knowledge of GAAPasrelevant to nonprofit entities.
• Maintainaccurate, detailed, and compliance records.
• Strong verbal and written communication skills.
• Proficiencyin Microsoft Office365.
• Ability to work collaboratively and independentlyin a fast-paced environment.

Education

• High School Diploma/GED Required
• Degree in Accounting or Finance or Equivalent Experience

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer