Senior Staff Accountant

Job Description: Senior Staff Accountant

Department: Finance & Accounting
Reports To: Fiscal Director
Position Type: Full-Time, Exempt
Location: Pittsfield, MA

Position Summary

The Senior Staff Accountant is responsible for supporting the organization's accounting and financial reporting functions, ensuring accurate and timely financial records in accordance with Generally Accepted Accounting Principles (GAAP) and applicable nonprofit accounting standards.

This position plays an important role in the monthly and annual closing processes, account reconciliations, financial statement preparation, grant and fund accounting, and internal financial controls. The Senior Staff Accountant works closely with the Finance Department and other organizational departments to ensure the integrity of financial information, compliance with funding requirements, and effective financial operations.

Essential Duties and Responsibilities

General Accounting and Financial Reporting

• Maintain accurate and complete general ledger records.
• Prepare and post monthly journal entries, including accruals, allocations, prepaid expenses, and fixed asset entries.
• Perform monthly balance sheet and bank account reconciliations.
• Assist with monthly, quarterly, and annual financial statement preparation.
• Analyze general ledger accounts and investigate variances or unusual transactions.
• Ensure transactions are properly classified by department, program, funding source, and restriction.
• Assist with month-end and year-end closing procedures.
• Maintain supporting schedules and documentation for financial records.

Nonprofit and Grant Accounting

• Assist with tracking restricted and unrestricted funds in accordance with donor and grant requirements.
• Monitor grant expenditures and ensure expenses are properly allocated to applicable funding sources.
• Reconcile grant revenue, receivables, and expenditures.
• Assist with preparation of grant financial reports and supporting schedules.
• Maintain accurate records of temporarily restricted and unrestricted net assets.
• Support the preparation of schedules for the annual audit and Form 990.
• Ensure compliance with applicable nonprofit accounting standards and funding requirements.

Accounts Payable and Receivable

• Review and assist with accounts payable processing to ensure proper coding, approvals, and timely payments.
• Monitor accounts receivable, including grant receivables and other funding sources.
• Assist with revenue recognition and reconciliation of contributions, grants, and program revenue.
• Research and resolve discrepancies with vendors, funding sources, and internal departments.

Internal Controls and Compliance

• Maintain compliance with established accounting policies and procedures.
• Identify opportunities to strengthen internal controls and improve accounting processes.
• Ensure proper supporting documentation and authorization for financial transactions.
• Assist with internal and external audits by preparing schedules and responding to auditor requests.
• Maintain organized and accurate financial records in accordance with retention policies.

Budgeting and Financial Analysis

• Assist with the annual budgeting process.
• Prepare budget-to-actual reports and investigate significant variances.
• Work with department managers to research and resolve financial discrepancies.
• Provide financial information and analysis to support management decision-making.

Other Responsibilities

• Cross-train with other members of the Finance Department to ensure continuity of accounting operations.
• Assist with special projects and process improvement initiatives.
• Perform other duties as assigned.

Qualifications and Requirements

Education and Experience

• Bachelor's degree in Accounting, Finance, or a related field required.
• Minimum of 4–6 years of progressive accounting experience.
• Nonprofit accounting experience strongly preferred.
• Experience with fund accounting, grant accounting, and restricted funds preferred.
• Experience supporting annual audits and financial statement preparation.

Technical Skills

• Strong knowledge of GAAP and nonprofit accounting principles.
• Proficiency in Microsoft Excel, including pivot tables and advanced formulas.
• Experience with accounting software and financial reporting systems.
• Ability to analyze financial data and identify discrepancies.
• Familiarity with grant reporting and nonprofit compliance requirements.

Skills and Competencies

• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively as part of a team.
• High level of integrity, confidentiality, and professionalism.
• Ability to communicate financial information effectively to non-financial staff.

Work Environment

This position operates in a professional office environment and requires the ability to meet recurring monthly, quarterly, and annual reporting deadlines. Occasional additional hours may be required during month-end close, year-end close, and annual audit periods.

Equal Employment Opportunity

The organization is an equal opportunity employer and is committed to creating an inclusive workplace. Employment decisions are made without regard to legally protected characteristics, in accordance with applicable federal, state, and local laws.

Recommended responsibilities for a senior-level nonprofit accountant

For a true Senior Staff Accountant position, I would emphasize these five areas:

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Month-end close ownership: Independently manage reconciliations, journal entries, accruals, and closing schedules.

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Grant and fund accounting: Understand restricted versus unrestricted funding and proper expense allocations.

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Audit preparation: Take ownership of audit schedules, supporting documentation, and auditor requests.

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Financial analysis: Review budget-to-actual results and identify discrepancies before they become issues.

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Process improvement: Help strengthen internal controls, accounting procedures, and efficiencies.

our client
Senior Staff Accountant
Pittsfield, MA - Onsite
Comp Target: $63,000k - $65,000k (some stretch) + discrectionary bonus (1% holiday)

Full job description
Job Overview
The Senior Staff Accountant is responsible for performing advanced fund accounting functions in support of the Agency's financial operations. This position plays a critical role in maintaining accurate financial records, ensuring compliance with nonprofit accounting standards and government funding requirements, supporting audits and financial reporting, and assisting with financial analysis.
The Senior Staff Accountant serves as a key resource within the Fiscal Department and collaborates closely with Agency leadership, program managers, funding agencies, auditors, and external stakeholders to support sound fiscal management and stewardship of Agency resources.
Responsibilities

• Fund Accounting and Financial Management
· Maintain the Agency's general ledger in accordance with Generally Accepted Accounting Principles (GAAP), nonprofit accounting standards, and Agency policies.
· Prepare, review, and post journal entries within the Agency's accounting system.
· Participate in monthly, quarterly, and annual closing activities.
· Prepare monthly, quarterly, and annual financial statements and supporting schedules.
· Maintain and reconcile balance sheet accounts by program, grant, contract, and funding source.
· Ensure proper classification and tracking of restricted and unrestricted donations.
· Maintain and reconcile subsidiary ledgers, including fixed assets, prepaid expenses, payroll, fund requests, and other assigned accounts.
· Reconcile balance sheet accounts including cash, investments, receivables, payables, credit cards, payroll liabilities, and other general ledger accounts.
· Monitor revenue and expenditures by funding source and ensure proper allocation of costs.
· Ensure the integrity, accuracy, and completeness of financial records and reporting processes.
Grant Accounting and Compliance
· Monitor federal, state, municipal, and private grant funding to ensure compliance with grant agreements, contracts, and funding requirements.
· Review expenditures for allowability, allocability, and reasonableness in accordance with funding requirements.
· Reconcile program revenues and expenditures to grant and contract budgets.
· Prepare reimbursement requests, grant billings, and financial reports required by funding agencies.
· Maintain accurate fund accounting records for restricted and unrestricted funding sources.
· Prepare and maintain cost allocation plans and monthly cost allocation schedules among programs and funding sources.
· Support administration of Federal Title III programs and other government-funded initiatives.
· Assist with required reporting, including NAPIS, UFR, and other state and federal financial reports.
· Collaborate with program staff and billing personnel to ensure accurate documentation and support for reimbursement claims.
· Assist with external reviews, audits, and inquiries related to provider billing and reimbursement activities.
· Ensure compliance with all applicable federal, state, local, contractual, and Agency financial reporting requirements.
Audit, Internal Controls, and Regulatory Reporting
· Coordinate and assist with annual financial audits, Single Audits, funding agency reviews, and other fiscal examinations.
· Prepare audit schedules, reconciliations, work papers, and supporting documentation requested by auditors and regulatory agencies.
· Assist in preparation and review of audited financial statements, Form 990 support schedules, tax filings, and other required reports.
· Support compliance with Uniform Guidance (2 CFR Part 200) requirements and other applicable regulations governing federal awards.
· Participate in internal compliance reviews and monitoring activities related to provider billing, reimbursement, and revenue recognition processes.
· Maintain internal controls designed to ensure the accuracy and integrity of provider billing and reimbursement activities.
· Monitor internal controls designed to safeguard Agency assets and ensure accurate financial reporting.
· Evaluate accounting processes and recommend improvements to enhance efficiency, compliance, and operational effectiveness.
· Conduct periodic internal reviews to ensure adherence to Agency policies, procedures, and accounting standards.
Payroll, Accounts Payable, and Accounts Receivable
· Assist with payroll related accounting functions.
· Prepare payroll journal entries and payroll account reconciliations.
· Provide oversight and backup support for Accounts Payable functions, including invoice review, payment processing, vendor maintenance, and aging analysis.
· Provide oversight and backup support for Accounts Receivable functions, including billing, collections, cash receipts, grant reimbursements, and aging analysis.
· Reconcile billing activity to payments received and investigate discrepancies.
· Process remote deposits, cash receipts, and related accounting entries.
· Maintain donor revenue and contribution records in coordination with Agency fundraising and development activities.
Systems, Process Improvement, and Leadership
· Maintain and support the Agency's accounting and financial management systems.
· Maintain and improve accounting procedures, departmental checklists, and standard operating processes.
· Serve as a technical accounting resource for Fiscal Department staff and Agency leadership.
· Review accounting work prepared by accounting personnel and provide guidance to ensure accuracy and compliance.
· Assist with training of Fiscal Department employees.
· Assist in ensuring smooth day-to-day Fiscal Department operations and timely completion of departmental responsibilities.
Additional Responsibilities
Insurance Administration and Risk Management
· Maintain and monitor the Agency's insurance portfolio, including property, liability, workers' compensation, cyber liability, directors and officers (D&O), automobile, and other applicable coverages.
· Maintain insurance schedules, certificates of insurance, and supporting documentation.
· Assist in gathering information and preparing documentation required for insurance applications, renewals, audits, and claims.
· Serve as a liaison between the Agency, insurance brokers, and carriers regarding coverage questions, policy administration, and claims activity.
· Monitor contractual insurance requirements associated with grants, funding agreements, vendors, and service contracts to ensure compliance.
· Assist with annual physical inventory activities as required.
· Maintain confidentiality of financial, employee, donor, client, and Agency information.
· Maintain prompt and regular attendance.
· Demonstrate knowledge of Agency policies, procedures, mission, and services.
· Participate in special projects and organizational planning activities as assigned.
· Perform other duties as assigned.
Qualifications Education and Experience
· Bachelor's degree in Accounting, Finance, or related field.
· Minimum of five (5) years of progressively responsible accounting experience.
· Experience with general ledger accounting, account reconciliations, financial reporting, and month-end/year-end close processes.
· Experience with payroll accounting and financial compliance reporting.
· Proficiency in Microsoft Excel and accounting software applications.
· Experience with federal and state grant accounting and compliance.
· Experience with fund accounting.
· Experience with Single Audits and Uniform Guidance requirements.
· Experience with nonprofit fund accounting software, including MIP Fund Accounting (Abila) or similar systems.
· Prior experience training staff, reviewing work products, or leading accounting projects.
Knowledge, Skills, and Abilities
· Thorough knowledge of GAAP and accounting principles.
· Knowledge of federal and state funding regulations, Uniform Guidance requirements, and governmental contracting requirements.
· Strong analytical, organizational, and problem-solving abilities.
· Exceptional attention to detail and commitment to accuracy.
· Ability to manage multiple priorities and consistently meet deadlines.
· Excellent verbal, written, and interpersonal communication skills.
· Ability to maintain confidentiality and exercise sound professional judgment.
· Strong project management and process improvement skills.
· Ability to work independently and collaboratively with employees, management, auditors, funding agencies, and community partners.
· Proficiency with accounting systems, financial reporting tools, Microsoft Excel, Word, Outlook, and related business applications.
· Commitment to teamwork, customer service, continuous improvement, and the Agency's mission.
Pay: $63,000.00 - $65,000.00 per year
Benefits:

• 403(b)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Profit sharing
• Travel reimbursement
• Vision insurance
Education:

• Bachelor's (Required)
Experience:

• progressively responsible accounting: 5 years (Required)
Ability to Commute:

• Pittsfield, MA 01201 (Required)
Work Location: In person