JOB TITLE: Accounting & Systems Compliance Specialist
FLSA STATUS: 40 hours week/ non-exempt
COMPENSATION: $36-37/hour
DIRECTOR: Controller
LOCATION: In-Office
SUBMIT: Please send a Cover Letter and Resume to: [email protected]
About Petaluma People Services Center
Petaluma People Services Center strengthens the social and economic health of our community by delivering programs that preserve dignity, increase self-sufficiency, and expand access to critical resources. Our work spans three core service areas: Senior Services, Mental Health, and Youth Services. PPSC is in an important chapter of organizational stabilization and infrastructure refinement. We are building strong internal systems to support program excellence, compliance, integrity, and long-term sustainability.
Position Overview
The Accounting & Systems Compliance Specialist provides accounting, financial systems, and compliance support to ensure the organization's financial operations are accurate, efficient, and compliant with generally accepted accounting principles (GAAP), nonprofit accounting standards, grant requirements, and internal policies. This position is responsible for supporting accounts payable, accounts receivable, general ledger activities, fund accounting, financial reporting, process improvement initiatives, implementation of financial systems, documentation of procedures, and organizational compliance efforts.
This role serves as a key partner in strengthening internal controls, maintaining audit readiness, supporting system implementations, and improving organizational efficiency through effective financial processes and technology.
Essential Job Functions & Responsibilities
Accounting Operations
- Process and maintain Accounts Payable (A/P) transactions, ensuring timely and accurate payment of vendors.
- Process Accounts Receivable (A/R), including invoicing, collections, deposits, and reconciliation of customer and grant receivables.
- Assist with monthly, quarterly, and annual General Ledger reconciliations.
- Prepare journal entries and supporting documentation.
- Reconcile bank accounts, credit card statements, and balance sheet accounts.
- Assist with month-end and year-end closing activities.
- Maintain accurate accounting records and supporting documentation.
Fund Accounting & Financial Tracking
- Maintain fund accounting records to ensure revenues and expenditures are properly allocated by program, grant, and funding source.
- Monitor restricted funding and assist with grant expenditure tracking.
- Prepare financial tracking reports for management and program leaders.
- Assist with grant reporting and financial documentation.
- Track budget-to-actual expenditures and identify discrepancies.
System Administration & Process Improvements
- Assist with implementation of new accounting and financial software systems.
- Develop, document, and continuously improve accounting procedures and workflows.
- Identify opportunities to automate manual processes and improve efficiency.
- Create and maintain Standard Operating Procedures (SOPs).
- Test system upgrades and enhancements.
- Assist with user training on financial systems and internal procedures.
- Maintain system documentation and internal reference materials.
Compliance & Internal Controls
- Assist in developing and maintaining effective internal accounting controls.
- Monitor compliance with organizational financial policies and procedures.
- Ensure compliance with grant requirements, donor restrictions, and nonprofit accounting standards.
- Assist departments in following established purchasing and financial procedures.
- Review financial processes for consistency, accuracy, and compliance.
- Recommend improvements that reduce organizational risk and strengthen financial oversight.
Audit Readiness
- Assist external auditors during annual financial audits.
- Support implementation of audit recommendations.
- Ensure documentation is complete and readily available for audits, monitoring visits, and financial reviews.
Collaboration
- Partner with Finance, Human Resources, Programs, Operations, and Leadership to improve organizational systems.
- Provide excellent customer service to internal staff regarding accounting processes and financial procedures.
- Participate in organizational projects supporting continuous improvement initiatives.
Qualifications
Education and Experience
- Associate's degree in Accounting, Finance, Business Administration, or related field experience required.
- Bachelor's degree preferred.
- Minimum of three years of progressively responsible accounting experience.
- Experience with nonprofit accounting preferred.
- Experience with fund accounting
- Experience implementing or supporting accounting or HRIS systems preferred.
Knowledge, Skills, and Abilities
- Working knowledge of Generally Accepted Accounting Principles (GAAP).
- Understanding of nonprofit accounting and fund accounting principles.
- Knowledge of internal controls and financial compliance practices.
- Understanding of accounts payable, accounts receivable, and general ledger functions.
- Ability to analyze financial data and identify discrepancies.
- Strong organizational and project management skills.
- Excellent attention to detail and accuracy.
- Ability to prioritize multiple projects while meeting deadlines.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality of financial and personnel information.
- Ability to develop effective working relationships across departments.
- Strong problem-solving and process improvement skills.
Computer Skills
- Microsoft Excel (advanced preferred)
- Microsoft Office or Google Workspace
- Accounting software
- Financial reporting tools
- Database management systems
Experience with nonprofit financial software and Paylocity is desirable.
Benefits
- Vacation, sick and holidays
- Comprehensive benefits package, including medical, dental, and vision coverage
- Employee assistance program
- 403(b) plan
- (+other benefits to support our team members)
Physical Demand & Work Environment
This position operates in a professional office environment. The role requires sitting for extended periods, computer work, and frequent communication via phone and email. Occasional evening or weekend work may be required. The ability to lift up-to-25 pounds occasionally may be needed for events or office tasks.
Additional Note
Petaluma People Services Center is an equal opportunity employer committed to building a diverse and inclusive workplace. In accordance with applicable federal, state, and local laws, PPSC encourages applications from candidates of all backgrounds and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. Applicants must be authorized to work in the United States.
This job description is not exhaustive and may be modified based on organizational needs. Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management.
Final candidates will be required to successfully complete a background check in accordance with applicable law.
Pay: $36.00 - $37.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
