Summary of Role

Reporting directly to the CFO, the Accounting Manager supports the day-to-day financial operations of the organization by owning core transactional accounting processes. This role is primarily responsible for accounts payable and receivable through the BILL system, corporate card and expense administration, and month-end close support, with a strong emphasis on grant compliance and audit-ready documentation. This role ensures transactions are accurate, timely, properly coded, and fully documented. The Accounting Manager will also support general accounting tasks and assist with general ledger activity.

Key Responsibilities

Accounts Payable

• Process vendor invoices weekly and maintain complete supporting documentation for all transactions
• Ensure invoices are accurately coded, within budget limitations, and compliant with grant and funder requirements
• Process quarterly designation payments in coordination with the Development and Engagement Teams
• Process monthly Santa Fund distributions
• Process weekly Pathways program distributions, including providing weekly payment reports to providers
• Maintain vendor records, including W‑9s and 1099 designations
• Coordinate and prepare annual 1099 filings
• Serve as a primary point of contact for vendors, partners, and internal staff regarding invoice processing, payment status, and documentation questions
• Support ongoing process improvements within BILL, including optimizing receivables workflows, transaction flow, and system efficiency

Accounts Receivable

• Generate and distribute invoices to funders, partners, and other external parties
• Record and apply incoming payments and deposits in BILL
• Monitor aging reports and assist with follow‑up on outstanding receivables
• Support grant, contract, and reimbursement invoicing and tracking

Credit Cards

• Monitor receipt compliance and follow up with staff as needed
• Ensure expense transactions are appropriately coded and aligned with budgets and grants
• Maintain credit card user access, cardholder records, and spending limits
• Serve as a primary point of contact for employees regarding transaction questions, expense and credit card coding, and required supporting documentation

Month-End Close

• Download transactions and prepare imports for accounts payable and credit card activity
• Reconcile payables and receivables subledgers to the general ledger
• Reconcile program expenditures across BILL, corporate cards, and internal tracking systems
• Assemble and maintain organized month‑end close documentation for finance review

Audit & Compliance Preparation

• Assemble documentation and schedules in response to audit requests
• Work directly with auditors during audit review to provide requested payable documentation, including coordination for auditor direct access to BILL
• Maintain organized financial records to support ongoing compliance reviews
• Ensure auditors and funders have complete documentation for sampled transactions
• Support maintaining internal control procedures by supporting updates and identifying opportunities to improve alignment with current accounting processes

Other duties as assigned to meet the needs of the organization

Qualifications and Education Requirements

• Associate or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred
• 3+ years of experience in accounting, accounts payable/receivable, or nonprofit finance
• Experience with BILL or similar expense management platforms
• Experience supporting grant-funded or restricted funding environments
• Prior experience supporting audits or financial review

Preferred Skills

• Ability to exercise sound judgment and work cross‑functionally to resolve payables, receivables, coding, and documentation issues in a timely and compliant manner
• Demonstrated ability to independently learn, navigate, and maintain proficiency in new accounting software, online portals, and system updates
• Exceptional attention to detail and commitment to accuracy and documentation
• Strong organizational and time-management skills with the ability to manage recurring deadlines
• Clear written and verbal communication skills, including follow‑up with non‑finance staff
• Strong Excel skills and comfort working with large transaction volumes

Physical Requirements

• Prolonged periods of working on a computer

Travel

• Some local travel may be required

Position Type

• This role is a hybrid position. A hybrid employee is an individual assigned physical office space one day a week, with the flexibility to work remotely for the remaining four days.

Job Type: Full-time

Pay: $62,000.00 - $72,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Charlottesville, VA 22902 (Preferred)

Ability to Relocate:

• Charlottesville, VA 22902: Relocate before starting work (Preferred)

Work Location: Hybrid remote in Charlottesville, VA 22902