Staff Accountant

POSITION SUMMARY

The Staff Accountant plays a key role in supporting the financial payroll and human resources functions of the organization. This position is responsible for accurate and timely processing of accounts payable preparing recurring journal entries maintaining financial records and assisting with month-end and year-end reporting. The Staff Accountant also supports payroll processing benefits reporting and HR documentation to ensure compliance and smooth internal operations. All position responsibilities must be performed in accordance with city state federal and Company policies.

TO APPLY PLEASE SUBMIT A COVER LETTER AND RESUMÉ

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounting Initiatives

• Manage collection of invoices and expense requests enter A/P into Ramp and prepare weekly vendor payables. Maintain electronic filing of all expense support documentation including ACH transactions and monthly reconciliation.
• Prepare weekly Positive Pay report for all payables.
• Review aging vendor check payments and contact vendors for uncleared checks.
• Review staff credit card receipts/expense detail in Ramp for accuracy and sync approved transactions to QuickBooks Online.
• Complete month-end credit card reconciliations.
• Manage remote bank deposits for A/R.
• Contact donors to update expired credit card information.
• Record month-end closing journal entries for prepaid expenses.
• Prepare monthly finance committee meeting minutes.
• Maintain and update asset inventory database.
• Assist Director of Finance with annual audit preparation and federal/state filings as needed.
• Track grant balances for CEF-funded programs and communicate updates to Carlsbad Unified School District and CEF program staff.
• Identify inconsistencies with interdepartmental processes and initiate systems to standardize tracking and reporting resulting in greater accounting accuracy.
• Perform additional duties as assigned by management

Payroll & Human Resources Initiatives

• Prepare bi-weekly payroll for processing and prepare/record related payroll journal entries.
• Calculate and record month-end closing journal entries for payroll (accrued payroll accrued vacation etc.).
• Review 401(k) deduction remittances and record related journal entries.
• Ensure completion and accuracy of new-hire onboarding and payroll system integration.
• Participate with new hire orientation as assigned including mandatory state trainings. Follow up with employees to ensure trainings are completed in a timely manner.
• Work with Director of Finance and Coastal Payroll to review and file the annual 1095 ACA report.
• Maintain accurate and up-to-date HR files records and documentation.
• Respond to frequently asked questions from applicants and employees regarding policies benefits and hiring processes; refer complex inquiries to appropriate senior-level staff or management.
• Maintain confidentiality and data integrity for all HR and payroll records.
• Manage EDD FTB and other HR/payroll reporting requirements.
  

QUALIFICATIONS

Education & Experience

• Bachelors degree required; accounting courses preferred.
• Minimum 2 years of accounting experience specifically in accounts payable and payroll; nonprofit accounting experience is a plus.
• Experience with QuickBooks Online Ramp or similar accounting and expense-management platforms.

Technical Skills

• Strong understanding of GAAP and standard accounting practices.
• Proficiency with Microsoft Office Suite especially Excel (pivot tables formulas).
• Familiarity with payroll systems (Coastal ADP Paychex or similar).
• Ability to prepare journal entries reconciliations and financial schedules accurately.

Professional Skills

• Exceptional attention to detail and high level of accuracy.
• Strong organizational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial and HR information with discretion.
• Demonstrated problem solving ability and willingness to learn new systems and processes.

Personal Attributes

• Dependable self-motivated and able to work both independently and collaboratively.
• Customer service oriented with a professional and approachable demeanor.
• Commitment to the mission values and community impact of the organization.
  

CORE COMPETENCIES

Communication and Documentation

• Ability to read write and comprehend English.
• Exercise tact and diplomacy when dealing with sensitive complex and confidential issues.
• Remain approachable and engender trust from others.
• Excellent verbal communication skills with the ability to interact professionally with others.
• Prepare clear concise and comprehensive training programs and written materials.
• Produce documentation that is clear informative and free from errors.

Finding Solutions

• Focus on finding the best business solution and resolving conflict not placing blame.
• Listen and ask for clarification if information is not clear.
• Gather and analyze information skillfully.

Ethics and Respect for Others

• Treat everyone with respect and welcome the viewpoints of others.
• Maintain a strong work ethic be true to your word and keep commitments.
• Be timely and reliable.
• Uphold Company values at all times.
• Conserve Company resources and report waste.
  

HOURLY RATE: $30.00-$32.00 depending on education and experience.

Optional hybrid work schedule available pending management approval.

Required Experience:

Staff IC