Position Summary
The Accounting Manager is the organization’s accounting and finance leader, responsible for the full accounting function, financial reporting, payroll, insurance/risk management, and treasury management. This is a hands-on role: the Accounting Manager personally manages day-to-day accounting operations (payroll, accounts payable, cash receipts, reconciliations, and monthly close) that were previously handled by a part-time bookkeeper, while also owning the higher-level financial management, compliance, and reporting work needed to support the Executive Director and Board of Directors. A central part of this role is ensuring accurate tracking, allocation, and reporting of restricted funding — most notably Preschool for All — alongside other government programs, grants, and private-pay revenue, so that the organization remains in full compliance with funder requirements and licensing standards while safeguarding the organization’s financial health. This position is being created to consolidate financial leadership under a single role. The Accounting Manager will serve as a thought partner and advisor to the Executive Director.
Essential Duties and Responsibilities
Accounting Operations & Monthly Close
- Full-cycle accounting: manage accounts payable, accounts receivable, cash receipts, payroll journal entries, and bank/credit card reconciliations previously performed by the bookkeeper.
- Month-end and year-end close: prepare and post journal entries, reconcile all balance sheet accounts, and close the books accurately and on schedule each month.
- Chart of accounts & fund accounting: maintain a chart of accounts and class/location structure that supports accurate tracking of revenue and expense by program, building and funding source (PFA, grants, donations, and private pay).
- Internal controls: design and maintain accounting policies, procedures, and approval workflows appropriate for a small finance team, including segregation of duties wherever possible.
- Annual Budget: Work with Operations Manager and Executive Director to create annual budgets and forecasting.
Financial Reporting & Board Support
- Monthly financial statements: prepare timely, accurate monthly financial statements, budget-to-actual reports, and program/fund-level reporting for the Executive Director and Board of Directors.
- Budgeting & forecasting: Work with Executive Director, Business Manager, and Fractional CFO to organize yearly budgets in preparation for the new fiscal year. Work with Fractional CFO to prepare forecasts of income statement performance against budget and the management of cash flow.
- Board and committee support: attend Finance Committee (and Board, as needed) meetings to present financial results, answer questions, and support sound financial decision-making.
- Annual audit: serve as the primary staff liaison for any audits required by program-specific compliance, preparing schedules and supporting documentation.
PFA and Government/Grant Contract Compliance
- PFA financial compliance: track revenue and expenditures against Preschool for All contract terms, prepare, and submit required financial and cost reports to Multnomah County’s Preschool and Early Learning Division (and other funders) on schedule.
- Cost allocation: maintain a defensible cost allocation methodology across blended funding sources (PFA, other public contracts, grants, and private tuition) so costs are charged appropriately to each funding stream.
- Licensing compliance ownership: assume full responsibility for PFA and childcare licensing compliance reporting during an initial transition period, taking over this function from the Business Manager, who will shift focus to facilities and operations.
- Licensing and monitoring support: lead preparation for licensing reviews, funder site visits, and compliance monitoring, providing financial and programmatic documentation as requested.
- Compensation/wage compliance: monitor payroll practices against any PFA (or other funder) compensation, wage-parity, or benefits requirements that apply to funded staff positions.
Payroll & Benefits Administration
- Payroll processing: process or directly oversee payroll (via the organization’s payroll provider and HR Representative), ensuring accurate, timely, and compliant payroll for all employees, including PTO accrual tracking, 403B contributions, and payroll tax filings.
- Benefits administration: Support HR Representative to coordinate employee benefits enrollment, billing reconciliation, and renewals in partnership with the Executive Director and/or a benefits broker.
- Employment-related compliance: Maintain awareness of federal, Oregon, and Portland/Multnomah County wage-and-hour and payroll tax requirements relevant to the organization.
Treasury & Cash Management
Cash flow management: actively monitor cash position and forecast cash needs, given the timing lags typical of reimbursement-based government funding such as PFA.
Banking relationships: manage banking relationships, account structures, and online banking access/controls; oversee electronic payments, wires, and check disbursements.
Reserves and investments: manage operating reserves and any invested funds according to Board-approved investment and reserve policies.
Insurance & Risk Management
Insurance program: manage the organization’s general liability, property, directors & officers, automobile, and workers’ compensation insurance program, including renewals, coverage review, and claims coordination.
Risk management: identify and help mitigate organizational financial and operational risk, including maintaining certificates of insurance for vendors, funders, and facility landlords as needed.
Other Duties
- Systems and process improvement: own the organization’s accounting software and related financial systems, recommending and implementing process improvements as the organization grows.
- Cross-functional support: partner with program and operations staff on grant budgeting, vendor contracts, and other financial matters; perform other duties as assigned by the Executive Director.
Qualifications
Required
- Bachelor’s degree in Accounting, Finance, Business Administration, or related field, or equivalent combination of education and experience.
- Minimum 3 years of progressively responsible accounting experience, including full-cycle accounting and month-end/year-end close.
- Experience processing or overseeing payroll and general familiarity with employee benefits administration.
- Strong proficiency with accounting software (e.g., QuickBooks Online or similar) and strong Excel skills.
- Excellent organizational skills and high attention to detail, with the ability to independently manage competing deadlines in a small-team environment.
- Strong written and verbal communication skills, including the ability to present financial information clearly to non-financial audiences such as an Executive Director and Board members.
Preferred
- Experience in nonprofit accounting and familiarity with nonprofit financial reporting standards (FASB ASC 958).
- Experience with restricted fund accounting and managing multiple funding sources (government contracts, grants, and/or fee-for-service revenue).
- Experience with early childhood education, human services, or other government-contracted program funding (e.g., Preschool for All, Head Start, Oregon Prekindergarten, DHS contracts).
- Familiarity with Uniform Guidance/single audit concepts, if the organization receives federal funding.
- Experience managing or coordinating organizational insurance and risk management.
Work Environment & Physical Demands
- This role is primarily performed in a standard office environment, [on-site at the organization’s Portland office / hybrid schedule — update as applicable]. Occasional travel between program sites and to funder/auditor meetings within the Portland metro area may be required. Physical demands are typical of an office-based role (e.g., extended periods at a computer); reasonable accommodations will be provided as needed.
Compensation & Benefits
The salary range for this position is $75,000–$85,000 annually, depending on experience. A yearly incentive plan will be added as overall Controllership duties are absorbed. 403B Contributions match, health/dental/vision insurance, paid time off, holidays, professional development, and a wonderful culture in which to work.
Pay: $75,000.00 - $85,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
