Position Overview
The Staff & Grants Accountant supports accurate, timely, and compliant accounting by maintaining financial records, coding and reconciling expenses, supporting reimbursement requests, and organizing documentation needed to demonstrate that funds are used in accordance with federal award requirements, approved budgets, internal policies, and applicable grant terms and conditions. The Staff Accountant position supports both organizational accounting and grant accounting needs. This is a hands-on role focused day to day accounting. The ideal candidate is comfortable with:
- Owning recurring invoice processing, payment processing, financial recordkeeping, and account maintenance activities.
- Maintaining files, supporting records, documentation workflows, and compliance documentation needed for reimbursement requests, audits, reporting, and internal review.
- Coordinating contracts, procurement, onboarding, W-9, approval, and required documentation workflows across internal teams and external vendors or partners.
- Executing established SOPs, monitor outstanding approvals or action items, and support accurate completion of recurring finance and grant administration processes.
Key Responsibilities:
Accounting & Financial Operations
- Perform recurring accounting functions, including journal entries, expense coding, account reconciliations, and month-end support.
Accounts Payable & Vendor Administration
- Set up customer (e.g., farmers), partner, consultant, and vendor accounts, including documentation and W-9 collection and tracking.
- Review and process vendor invoices, reimbursements, and payment requests.
- Maintain complete vendor and payment documentation in accordance with organizational policies.
Payroll Administration
- Gather information and complete payroll functions for multi-state payroll processing.
- Ensure employees are established in the appropriate state payroll jurisdictions.
- Ensure employee benefit changes and payroll deductions are accurately implemented.
Grant Accounting & Compliance
- Track grant expenditures by award, budget category, funding source, and reporting period to support accurate grant financial reporting.
- Maintain complete source documentation for grant-funded expenses, including invoices, receipts, approvals, contracts, purchase documentation, and allocation support.
- Assist with monitoring allowable costs, budget availability, cost allocation, and supporting documentation before expenses are charged to federal awards.
- Assist with internal and external grant reporting by preparing schedules, reconciling financial data, and identifying discrepancies for review.
- Support audit readiness by maintaining organized grant files and responding to requests for financial records, schedules, and supporting documentation.
Collaboration & Operational Support
- Coordinate with finance, program, procurement, and grant administration teams to resolve accounting questions and ensure transactions are properly supported.
- Support continuous improvement of financial and administrative processes while maintaining accurate documentation and records.
- Perform balance sheet, expense, revenue, receivable, payable, and deferred revenue reconciliations.
- Review, code, and process vendor invoices, reimbursements, and payment requests in accordance with approved budgets, procurement requirements, and internal approval workflows.
- Support preparation of drawdown requests, reimbursement packages, and grant billing documentation.
Qualifications
- Bachelor’s degree in accounting, finance, business administration, or a related field is preferred; equivalent bookkeeping, accounting, grant administration, or relevant operations experience will be considered.
- Bookkeeping or accounting experience is required; grant accounting experience (grantee perspective) is preferred.
- Experience with accounts payable, invoice processing, payment processing, expense coding, financial recordkeeping, customer and vendor setup, and bank or account reconciliations is required.
- Basic understanding of accounting principles and the ability to follow established chart of accounts, budget structures, approval workflows, and documentation standards.
- Experience with grant administration, grants management principles, grant documentation, deliverable tracking, procurement tracking, contract tracking, records management, and reimbursement processing is preferred.
- Experience supporting federal grants, including USDA, USAID, state or federal government grant programs, nonprofit compliance, government contracting, or multi-entity accounting environments is preferred.
- Willingness and ability to learn and consistently apply complex federal grant requirements related to documentation, reimbursement, procurement, contracts, and compliance.
- Experience maintaining financial documentation, audit support records, source documentation, and supporting documentation for grants is preferred.
- Experience supporting payroll administration, including multi-state payroll processing and employee benefit deductions, is preferred.
- Experience supporting administrative operations such as contract administration, DocuSign workflow management, document control, file management, data entry, and remote team collaboration is preferred.
- Experience supporting client, customer, partner, or vendor onboarding, documentation collection and tracking, profile setup and maintenance, approval tracking, and reimbursement processing is preferred.
- QuickBooks Online experience is preferred.
- Strong proficiency in Microsoft Excel and Microsoft Office 365 is required; experience with SharePoint, DocuSign, Bill.com, Ramp, and the ability to quickly learn new software platforms is preferred.
- Exceptional attention to detail, accuracy, accountability, and ownership of work quality.
- Highly organized and process-oriented, with the ability to manage multiple priorities, deadlines, approvals, and recurring tasks with minimal supervision.
- Ability to follow detailed standard operating procedures (SOPs), execute recurring processes consistently, and contribute to process documentation and continuous improvement.
- Strong communication and collaboration skills with the ability to work effectively across finance, program, procurement, grant administration, and other cross-functional teams.
- Proactive, adaptable, and comfortable identifying discrepancies, asking questions, and resolving issues before they impact operations.
- Strong critical thinking and problem-solving skills with a commitment to continuous learning and process improvement.
- Comfortable working in a fast-paced, evolving startup environment and interested in growing with the organization.
Join us to make a meaningful impact through precise financial stewardship while enjoying the flexibility of remote work! We offer a thoughtful, engaging team coupled with competitive pay and benefits. This position is a full time (30 hours/week) remote work. To be considered for this role, please include your resume and pay requirements. We look forward to hearing from you!
Pay: $72,000.00 - $89,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible schedule
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
- Work from home
Education:
Experience:
- Accounting: 3 years (Required)
- Grant Accounting: 2 years (Required)
- QuickBooks: 3 years (Preferred)
- Accounts payable: 3 years (Required)
- Payroll: 3 years (Preferred)
- Microsoft Excel: 3 years (Required)
- Microsoft Office: 3 years (Preferred)
- Bill.com: 1 year (Preferred)
Language:
Work Location: Remote
