Our client is seeking a highly skilled and detail-oriented Accounting Manager (Contractor)
to join their finance team. This role is pivotal in managing the accounting operations for a Non-Profit with multiple subsidiaries. The ideal candidate has strong accounting expertise, a proven track record working with non-profits, and has experience with Xero. This position is hybrid (2-3 days in San Jose) and is a 4-6 month engagement. The first stage of the job will be bringing accounting operations in house (1-2 months and 40hours/week). After accounting operations are in house, maintenance of the accounting operations will be (25-30hours/week).
Key Responsibilities:
1. Initial Setup and Assessment
- Conduct a comprehensive review of client’s existing financial systems and workflows; provide recommendations to enhance efficiency and effectiveness.
- Verify that all accounts are current and properly reconciled.
- Evaluate the current chart of accounts and advise on any necessary modifications.
- Support the transition from the current fiscal sponsor, including the establishment of new accounting systems, internal procedures, and compliance protocols.
2. System Implementation and Staff Training
- Clean and organize the existing accounting records in preparation for a new fiscal year system migration.
- Provide training to relevant staff on updated financial procedures and systems.
- Develop standardized templates for staff to transmit financial data efficiently.
- Identify and address any challenges staff face during the transition; propose and implement solutions.
- Create or revise accounts, class tracking codes, or cost centers as necessary.
3. Ongoing Accounting Operations
- Ensure accurate and timely revenue recognition and recording.
- Manage invoice payments (via manual processing or tools such as Bill.com).
- Post payroll journal entries based on data from the payroll provider.
- Perform monthly bank reconciliations across all accounts.
- Track vendor payments to ensure accurate year-end 1099 reporting.
- Ensure all expenses and revenues are properly classified and allocated.
- Maintain GAAP-compliant, accrual-based financial records.
- Monitor and track donor-restricted contributions and ensure timely release per donor intent.
4. Monthly Financial Reporting
- Reconcile key balance sheet accounts and review transactions for accuracy.
- Post necessary accruals and adjustments (e.g., prepaid expenses, deferred revenue).
- Prepare monthly financial statements, including:
- Statement of Activities
- Statement of Financial Position
- Meet monthly with the Executive Director to review financial performance.
- Present financials to the Finance Committee upon request.
5. Compliance and Oversight
- Monitor and enforce compliance with internal controls.
- Ensure the organization meets all applicable accounting regulations and standards.
- Stay current with accounting best practices and technologies; recommend improvements as appropriate.
- Continuously evaluate and improve accounting systems to meet current and future organizational needs.
6. Annual Financial Activities
- Complete year-end closing procedures, ensuring all accounts are reconciled and transactions are recorded in the correct fiscal year.
- Prepare supporting schedules and documentation for external auditors.
- Collaborate with auditors during fieldwork to ensure a smooth audit process.
- Attend audit committee meetings as needed.
- Coordinate with tax preparers to provide necessary information for Form 990.
- Prepare and file 1099 forms using Track1099.com.
- Assist in the preparation of the annual budget.
7. Ongoing Support and Advisory
- Provide continuous support, including guidance on technical, procedural, or policy-related matters.
- Advise staff on proper account coding and financial data entry.
- Generate ad hoc financial reports upon request.
Required Skills & Experience:
- Proven track record of working with Non-profits
- Xero Experience
- Strong Non-Profit Accounting knowledge, will be leading accounting operations for the team
- Strong G/L Experience is required
Ideal Candidate / Soft Skills:
- Strong analytical and problem-solving skills
- Excellent communication and interpersonal abilities
- Highly organized with attention to detail
- Ability to work autonomously
- Strong leadership and cross-department collaboration skills
