Accounting Specialist/Coordinator

ACCOUNTING SPECIALIST/COORDINATOR

Do you love QuickBooks, spreadsheets, and keeping financial and office systems running smoothly? If so, we’d love to meet you!

Family Counseling Service of NNY, Inc. and its alliance partner, The Resolution Center, Inc., are seeking an Accounting Specialist/Coordinator (depending on experience) to oversee day-to-day accounting, administrative coordination, and HR systems support for two nonprofit organizations operating from shared office space. This role will also support the transition to upcoming outsourced HR systems.

This role is ideal for someone who is adaptable, organized, collaborative, and able to maintain a sense of humor while helping improve systems and processes. The right candidate will bring strong QuickBooks and accrual-based accounting experience, work independently, always communicate proactively, and comfortably manage a variety of responsibilities with efficiency and accuracy. Because this position supports diverse revenue streams and key financial functions, it requires sound judgment and close attention to detail.

Reporting directly to the Executive Director, this position supports two agencies operating across three counties, with approximately 12 staff members, different fiscal cycles, and separate QuickBooks systems.

What You Will Be Doing

Accounting Administration

• Handle daily accounting activities across two QuickBooks systems, including transaction entry, reconciliations, deposits, and expense allocation
• Review bills, invoices, and receipts for accuracy and proper program allocation
• Process accounts payable timely and in accordance with fiscal policies and procedures
• Monitor cash flow and support day-to-day cash management across both agencies
• Work closely with the Billing Coordinator to monitor accounts receivable and help ensure timely collection of outstanding balances in accordance with the Collections Policy
• Prepare and make bank deposits as needed
• Reconcile bank and credit card accounts
• Manage charge-offs on client balances and city court small claims filings or mediation referrals on a timely basis
• Assist with quarterly grant reporting and financial documentation
• Maintain organized financial records and supporting documentation
• Provide documentation and support for CPA audits/reviews, 990/CHAR500 filings, insurance renewals, and workers’ compensation reporting
• Support the Executive Director with financial reporting and related administrative tasks

Payroll Administration

• Review and verify employee timesheets for accuracy before payroll processing
• Process bi-weekly payroll accurately and timely through the payroll vendor
• Ensure accurate payroll transactions including wages, taxes, deductions, SEP IRA contributions, etc.
• Maintain payroll records and supporting documentation
• Prepare payroll reports as needed for financial reconciliation and benefits tracking
• Respond to employee payroll questions in a professional and timely manner
• Ensure compliance with federal, state, and local payroll regulations.

Administrative Support

• Answer phones and greet clients as needed
• Assist clients with scheduling appointments in the Electronic Health Record system
• Provide general office support including filing, document preparation, and correspondence
• Assist with basic office technology needs and help coordinate with outside IT vendor as needed
• Support and participate in fundraising events that benefit the employee’s agency, and both agencies when serving in a shared role
• Assist with planning meetings, fundraisers, and agency events.
• Attend Board of Directors meetings as needed and assist with preparing agendas, meeting materials, and minutes
• Crosstrain with the insurance billing specialist to provide backup support as needed
• Additional duties may be assigned as organizational needs evolve

Qualifications

• High school diploma or equivalent required
• Associate’s Degree in Accounting, Business Administration, or related field preferred
• Minimum 3 years of QuickBooks accrual accounting experience required; nonprofit accounting experience is preferred
• Strong understanding of accounting principles, including double-entry bookkeeping, debits and credits, general ledger reconciliation, and account analysis
• Minimum 2 years of payroll processing experience required
• Minimum 2 years of administrative office experience in a professional setting

Required Technical Skills

• Intermediate proficiency in Microsoft Excel, Word, and Outlook
• Ability to use Excel for filtering data, organizing reports, and basic formulas
• Strong ability to maintain organized digital and paper filing systems
• Ability to learn new systems such as Electronic Health Records and payroll platforms

Benefits

• Competitive nonprofit wage based on experience and qualifications
• Health, Dental, and Vision insurance
• Generous paid time off
• Flexible work schedule
• Occasional remote work opportunities
• Paid professional development and training
• Eligibility for the Federal Public Service Loan Forgiveness Program
• Spacious, customizable private office space
• Convenient parking

Additional Requirements

• Must pass background checks
• A valid driver’s license, current automobile insurance coverage, and reliable transportation are required for occasional office errands and meetings.

Pay: $18.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Disability insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Experience:

• Accrual accounting: 2 years (Required)
• QuickBooks: 2 years (Required)

Work Location: In person