Accounting Manager

Our client is seeking a highly skilled and detail-oriented Accounting Manager (Contractor) to join their finance team. This role is pivotal in managing the accounting operations for a Non-Profit with multiple subsidiaries. The ideal candidate has strong accounting expertise, a proven track record working with non-profits, and has experience with Xero. This position is hybrid (2-3 days in San Jose) and is a 4-6 month engagement. The first stage of the job will be bringing accounting operations in house (1-2 months and 40hours/week). After accounting operations are in house, maintenance of the accounting operations will be (25-30hours/week).

Key Responsibilities:

• Initial Setup and Assessment: Conduct a comprehensive review of client’s existing financial systems and workflows; provide recommendations to enhance efficiency and effectiveness.
• Verify that all accounts are current and properly reconciled.
• Evaluate the current chart of accounts and advise on any necessary modifications.
• Support the transition from the current fiscal sponsor, including the establishment of new accounting systems, internal procedures, and compliance protocols.

System Implementation and Staff Training:

• Clean and organize the existing accounting records in preparation for a new fiscal year system migration.
• Provide training to relevant staff on updated financial procedures and systems.
• Develop standardized templates for staff to transmit financial data efficiently.
• Identify and address any challenges staff face during the transition; propose and implement solutions.
• Create or revise accounts, class tracking codes, or cost centers as necessary.

Ongoing Accounting Operations:

• Ensure accurate and timely revenue recognition and recording.
• Manage invoice payments (via manual processing or tools such as Bill.com).
• Post payroll journal entries based on data from the payroll provider.
• Perform monthly bank reconciliations across all accounts.
• Track vendor payments to ensure accurate year-end 1099 reporting.
• Ensure all expenses and revenues are properly classified and allocated.
• Maintain GAAP-compliant, accrual-based financial records.
• Monitor and track donor-restricted contributions and ensure timely release per donor intent.

Monthly Financial Reporting:

• Reconcile key balance sheet accounts and review transactions for accuracy.
• Post necessary accruals and adjustments (e.g., prepaid expenses, deferred revenue).
• Prepare monthly financial statements, including: Statement of Activities, Statement of Financial Position.
• Meet monthly with the Executive Director to review financial performance.
• Present financials to the Finance Committee upon request.

Compliance and Oversight:

• Monitor and enforce compliance with internal controls.
• Ensure the organization meets all applicable accounting regulations and standards.
• Stay current with accounting best practices and technologies; recommend improvements as appropriate.
• Continuously evaluate and improve accounting systems to meet current and future organizational needs.

Annual Financial Activities:

• Complete year-end closing procedures, ensuring all accounts are reconciled and transactions are recorded in the correct fiscal year.
• Prepare supporting schedules and documentation for external auditors.
• Collaborate with auditors during fieldwork to ensure a smooth audit process.
• Attend audit committee meetings as needed.
• Coordinate with tax preparers to provide necessary information for Form 990.
• Prepare and file 1099 forms using Track1099.com.
• Assist in the preparation of the annual budget.

Ongoing Support and Advisory:

• Provide continuous support, including guidance on technical, procedural, or policy-related matters.
• Advise staff on proper account coding and financial data entry.
• Generate ad hoc financial reports upon request.

Required Skills & Experience:

• Proven track record of working with Non-profits.
• Xero Experience.
• Strong Non-Profit Accounting knowledge, will be leading accounting operations for the team.
• Strong G/L Experience is required.

Ideal Candidate / Soft Skills:

• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Highly organized with attention to detail.
• Ability to work autonomously.
• Strong leadership and cross-department collaboration skills.