Professional Staff Core Values: This role will serve as an energetic, collaborative, and effective team player both within the department and across the Pet Partners organization, exemplifying our core values of being Accountable, Agile, Determined, Positive and Solution-Focused.

Role Summary: The Accounting Manager position will be responsible for assisting in administering all aspects of the accounting function, including revenue, accounts receivable, accounts payable, payroll, general ledger, and month end close for the organization and related entity. Responsibilities include processing daily accounting transactions, creating journal entries, maintaining schedules, and supporting calculations, performing month-end reconciliations, and investigating variances in accounts to ensure accuracy and timeliness in financial reporting. This position may be required to perform some of the same duties for the Association of Animal-Assisted Intervention Professionals (AAAIP).

In addition, this position will assist in coordinating year-end activities including the annual audit and 990 preparations. Responsibilities include helping prepare supporting audit schedules, expense allocations, footnote and disclosure research and support, variance analysis, relevant research, and analysis.

Role Core Competencies:

1. Demonstrated mastery of accounting functions evidenced by timely and accurate handling of accounts receivable, payables, and reconciliation leading to successful month end close and accurate financial statements.
2. Demonstrated ability to handle confidential information with maturity and sensitivity for payroll, etc.
3. Demonstrated mastery of Pet Partners third party platform as related to accounting and reconciliation.
4. Ability to effectively partner throughout organization.
5. Demonstrated ability to effectively communicate verbally and especially in writing, consistent with the role’s expectations:

• To write in a compelling manner about programs or the position’s area of expertise and responsibility
• To write in an effective manner about organizational initiatives to contribute to specific recruitment and fundraising goals
• To write effectively to summarize data or incorporate as a foundation for strategy recommendations, consistent with expectations of the position

Essential Duties and Responsibilities:

• Cash/Revenue/Accounts Receivable

• Prepare all deposits for organization and related entity.
• Partner with Development to reconcile contributions.
• Record contribution and grant receivables.
• Manage Salesforce reporting for reconciliation with program revenue.
• Model/forecast assets without donor restriction and assets with donor restriction.
• Schedule monthly meetings with Development to discuss management of donor restricted funds and upcoming grants.
• Prepare cash needs analysis related to check runs, credit card payments, and payroll; develop and execute plan if cash falls below a certain threshold.

• Accounts Payable/Disbursements

• Prepare and process monthly check runs.
• Prepare invoices for payment according to department and/or project approval.
• Maintain vendor files, including new vendor set-up.
• Manage state sales/use tax filings; work with state tax consulting specialists and/or state agencies to determine liability outside of Washington.
• Process year-end 1099s.
• Process, review, and reconcile credit card charges across corporate cards for 15+ employees, nationwide.

• Payroll

• Maintain and prepare monthly payroll data for 25+ employees, nationwide.
• Document, substantiate and preserve monthly notes for any changes in payroll data.
• Process payroll monthly using Paycom payroll service.
• Prepare payroll journal entry and reconcile related payroll accounts.
• Follow up with staff regarding timesheet questions, issues, and discrepancies.
• Setup and train new employees on the Paycom system.
• Assist in managing and fulfilling state filing requirements nationwide.

• Insurance

• Collaborate with insurance vendor when an out of state employee is hired to add workers comp insurance.
• Complete yearly audit of workers comp coverage to determine if adjustments are needed to billing.
• Monitor state specific guidelines regarding paid family leave and unemployment insurance; work with insurance and/or state agencies to confirm compliance.
• Reconcile policy information with invoicing.
• Assist in completing annual renewal of E&O, foreign liability, and cyber insurance policies.

• Month End Close

• Review vendor activity and contract obligations to ensure all monthly invoices have been received and processed; develop accruals, as necessary.
• Refine existing Excel spreadsheets as they relate to reconciliations to keep up with evolving accounting needs.
• Evaluate and refine month-end processes as needed to facilitate an accurate and faster month-end close.
• Prepare bank statement reconciliations.
• Assist in preparing and recording all month-end accounting entries.
• Assist in tracking and supporting releases from restrictions, with related supporting documentation.
• Independently investigate discrepancies and correct errors/omission as needed to support month-end and on an ad hoc basis.
• Assist in developing and maintaining documentation of accounting processes, policies, and procedures.
• Assist in preparation of draft financials and management reporting.
• Assist in preparing completed financial statements for presentation to the Board of Directors, the Executive Committee, and the Finance committee.

• Additional duties:

• Assist with the development, modification, and tracking of organization’s annual budget.
• Manage any transition if needed for software, banking, credit card or merchant account changes. Work with appropriate departments/vendors to help facilitate.
• Support the annual audit by performing additional research, providing documentation, and answering questions as needed.
• Support annual 990 preparation by performing research, calculating allocations, and preparing schedules as needed.
• Create specialized reports from Salesforce and/or Sage Intacct to help support management in cost, revenue and budget analysis and specific projects.
• Support the annual filing of form 5500 for the 403(b) retirement accounts. Maintain compliance with annual IRS contribution changes as well as internal policy documents. Send out the yearly Summary Annual Report to all participants.
• Assist with the creation of financial statements, projections, and presentations for the Board and participate in special projects.
• Manage external vendor preparation of charitable organization filings in 40 states.
• Oversee and administer biannual time study exercise.
• Assure adequate records retention of all corporate financial data.

• Other Duties: This is not a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job, which may change at any time.

Supervisory Responsibilities: This position does not have supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Strong organizational skills and detail-orientation.
• Ability to work on multiple projects simultaneously and keep momentum on each and manage project due dates.
• Ability to work effectively as an individual contributor, team member and as a project lead.
• Strong interpersonal, verbal (including phone work) and written communication skills, including customer service and disciplined follow-up.
• Ability to work effectively and efficiently with minimal direction.
• Ability to leverage technology to support business goals.
• Willing and able to participate in creative and collaborative problem solving, openness to innovation and dynamic change.

Education/Experience:

• Bachelor’s Degree in Accounting, Finance, or Business preferred or equivalent combination of education and experience.
• Three plus years of experience in accounting.
• Desire to work in a non-profit required.
• Experience with project accounting a plus.
• Advanced Excel skills required; proficiency with Sage Intact preferred or other accounting software required.
• Proficient in Microsoft Office tools and able to adopt new project management and relationship management tools.
• Experience with CRM (Salesforce) preferred.
• Excellent verbal and written communication skills
• Ability to independently manage deadlines, expectations, and workload.
• Must be a detailed self-starter and experienced problem solver.
• Ability to communicate sensitive information in a tactful and professional manner.

Certificates and Licenses: Notary license preferred; Pet Partners will cover the cost for the incumbent to obtain a notary license if needed.

Physical Demands and Work Environment: The physical demands and work environment described below represent the activities and surroundings of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform the job, the employee is frequently required to talk and hear on the telephone, and verbally communicate in person with individuals and groups. The position requires frequent keyboarding. The incumbent may occasionally reach with hands and arms. The incumbent is required to read and respond to documents in hard copy and electronic form.

The incumbent occasionally will carry materials weighing up to 20 lbs. The noise level in the work environment is usually quiet to moderate if/when in an office environment.

Travel Requirements: Occasional travel may be required.

Pet Partners is an Equal Opportunity Employer, committed to creating a diverse and inclusive organizational culture, and does not discriminate against candidates and employees because of their disability, sex, race, gender identity, sexual orientation, religion, national origin, age, veteran status, or any other protected status under the law.