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Staff Accountant

Full Time

Job Title: 

Staff Accountant



Reports To:

Director of Accounting

Position Overview

The Staff Accountant will perform payroll and accounts receivable functions to support effective and efficient operations of the organization's Accounting Department under the direction of the Director of Accounting. In addition to protecting sensitive employee information, the Staff Accountant is expected to maintain confidentiality and discretion about employees, management, and business information that is not available to non- Accountant representatives or outsiders.

Essential Functions

Payroll Functions:

  • Collecting and verifying employee timesheets on the 16th and the 1st day of the month for semi-monthly payroll processing.

  • When there is an observed holiday review timesheet, all holiday hours are captured correctly on each employee timesheet.

  • Input employees’ hours worked per department and all other payroll adjustments into company contracted payroll service system on a semi-monthly basis.

  • Ensure a review of hours and labor allocations input is performed before payroll is processed.

  • Make copies of live checks for the Payroll Binder and distribute the originals to the appropriate employees.

  • Follow up with employees and managers on any missing signatures on timesheets/time off request forms.

  • Perform post-payroll run adjustments and updates, including the preparation of manual checks as needed.

  • Create and import bi-monthly payroll reports into QuickBooks as they are processed.

  • After each payroll import, assign check numbers to manual checks on QuickBooks.

  • Provide Claim Specialist Labor Allocation Detail report after each payroll submission.

  • Provide Claim Specialist copies of paystubs after each payroll submission.

  • Download copies of timesheets from the Time & Attendance and provide them to the Claim Specialist.

  • Monitor and update paid time off, vacations, and sick leave records.

  • Resolving payroll discrepancies and answering any employee payroll queries.

  • Assists with record audits, including payroll audits and other compliance reviews.

  • Issue annual W-2 forms to employees.

  • Performs other duties as assigned.

Accounts Receivable Functions:

  • Receive code and enter receivables (all check and contribution payments) into QuickBooks.

  • Prepare and maintain deposit records, create deposit slips for the bank deposits.

  • Process monthly transfer of donations from PayPal, Benevity, and Stripe (weekly) accounts to the company’s general checking account.

  • Process quarterly transfer of the donations from Amazon Smile Foundation account to the company’s general checking account.

  • Print a Deposit Report from QuickBooks as required.

  • Assist with making corrections and adjustments to processed billing that are identified during the monthly audits.

  • Copies, files, and retrieves materials for accounts receivable as needed.

  • Research A/R inquires as needed.

  • Assist with AR file audits as necessary.

  • Performs other related duties as assigned.

Accounts Receivable Billing Functions:

  • Create monthly invoices, as required, and enter into QuickBooks for accurate A/R tracking.

  • Data entry to log and update Fiscal related information, including the Billing Tracking Log.

  • Performs other related duties as assigned.

  • Assist the Claims Specialist with the preparation of monthly billings for multiple funding sources with supporting documentation, including employee T & A’s and any other billing specific requests.

  • Deliver monthly billings, quarterly reports, contracts, and other correspondence as necessary.

  • Data entry to log and update Fiscal related information, including the Billing Tracking Log.

  • Performs other related duties as assigned.

Monthly Close:

  • Assist Director of Accounting in monthly closing procedures and documentation for compliance to fiscal policies and procedures for internal and external grant requirements.

  • Research Payroll inquires as needed.

  • Research Account receivables as needed.

  • Performs other duties as assigned.

Required qualifications:

  • Associate degree in business or accounting preferred.

  • Two or more years of experience in employee timekeeping and payroll processing.

  • Payroll Certification is a plus.

  • Knowledge of Heartland payroll software is a plus.

  • Knowledge of accounting principles and practices.

  • Knowledge of finance principles.

  • Knowledge of financial reporting.

  • Technical accounting skills.

  • Knowledge of QuickBooks.

  • Computer proficiency-MS Suite-Office, Excel, and Teams.

  • Previous experience of general accounting.

  • Proficiency in relevant accounting software.

  • Knowledge of federal and state payroll regulations and requirements.

  • Employment eligibility verification.

  • Reliable personal (not public) transportation available for occasional banking and other errands.

  • Successful completion of background screening.

Required Skills/Abilities:

  • Exquisite math and numerical skills.

  • Outstanding organizational and time management skills.

  • Experience in data collection, entry and reporting with great attention to detail and confidentiality.

  • Strong attention to detail and accuracy in accounting procedures.

  • Excellent verbal, written, and listening communication skills.

  • Ability to work under pressure, meet deadlines, and handle multiple priorities at the same time.

  • Handle stress effectively without it interfering with performance.

  • Ability to work independently and as part of a team.

  • Exercise discretion and maintain confidentiality with regard to company accounts.

  • Problem analysis and problem-solving skills.

  • Project planning, organizing, and scheduling by priority.

Physical Requirements:

Physical requirements include but are not limited to the following:

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

  • Carrying up to 30lbs for short distances.

  • Bending down and lifting is occasionally required.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other
related duties as negotiated to meet the ongoing needs of the organization.

Download and email application to

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