Accounting Manager

Greater Portland Family Promise (GPFP) helps families experiencing homelessness achieve sustainable independence through a community-based response. GPFP believes every family deserves a safe, stable place to call home and are committed to providing compassionate care and effective solutions.

Position Overview

The Accounting Manager oversees GPFP’s day-to-day financial operations and provides internal financial management capacity across accounting, donor and grant tracking, financial reporting, and financial systems.

The Accounting Manager is the primary internal staff person responsible for maintaining accurate, timely, and well-documented financial information. This position ensures that financial activity is properly recorded, reconciled, allocated, and reported and that management has a clear and current understanding of GPFP’s financial position.

The Accounting Manager works closely with the Executive Director, Board Treasurer, Finance Committee, CPA, and program staff.

Accounting, Payroll, and Financial Data

• Maintain accurate QuickBooks Online records, including accounts payable and receivable, receipts, disbursements, and expenses.
• Reconcile bank, credit card, balance sheet, donor, and gift records and investigate and resolve discrepancies.
• Record and reconcile donations and contributed revenue across Bloomerang, QuickBooks Online, PayPal, Venmo, credit cards, checks, and other payment platforms.
• Ensure individual, congregational, corporate, foundation, restricted, and unrestricted gifts are properly identified, categorized, and reconciled between donor and accounting systems.
• Support gift processing, donor acknowledgment, receipting, and preparation of accurate donor lists and reports.
• Monitor accounts receivable and outstanding balances and ensure payments and reimbursements are properly matched and recorded.
• Record payroll journal entries, and ensure payroll and employee expenses are properly coded and allocated.

Financial Reporting, Monthly Close, and Budget Management

• Manage and document the monthly financial close process
• Prepare the Statement of Financial Position, Statement of Activities, Budget-to-Actual reports, cash-flow reports.
• Provide timely monthly financial information to the Executive Director and Treasurer
• Analyze significant budget variances, unusual transactions, cash-flow concerns, and other financial trends and bring issues to management’s attention.
• Maintain a current understanding of GPFP’s financial position, including available cash, outstanding obligations, restricted funds, grant balances, and budget commitments.
• Assist with annual budgeting, forecasting, cash-flow planning, and projections.
• Develop or improve financial reports that allow management and the Board to easily understand revenue, expenses, available funds, and financial performance.

Grant Accounting, Tracking, and Cost Allocations

• Maintain a comprehensive system for tracking each grant and contract, including award amount, budget, expenditures, reimbursements received, remaining balance, and reporting deadlines.
• Ensure grant-related revenue and expenses are properly recorded and connected to the appropriate grant, program, and source.
• Prepare grant reports, reimbursement requests, and supporting documentation, including FP and CDBG grants
• Ensure staff time, payroll, supplies, rental assistance, administrative costs, and other expenses are allocated to grants
• Prepare and record monthly cost allocations for shared payroll, benefits, insurance, occupancy, and other organizational expenses and maintain documentation.
• Review grant budgets and expenditures regularly and identify potential under- or over-spending, unallowable costs, missing documentation, or other compliance concerns before reports are due.
• Work with management to establish consistent methodologies for allocating shared and administrative costs across programs and funding sources.

Financial Systems and Process Improvement

• Regularly review GPFP’s financial workflows and identify opportunities to improve accuracy, efficiency, communication, and internal controls.
• Strengthen the connection and reconciliation between QuickBooks Online, Bloomerang, banking and payment platforms, grant records, payroll, and management reports.
• Evaluate opportunities to reduce manual data entry and improve use of QuickBooks Online, including electronic payments, ACH, Bill Pay, and recurring transactions
• Maintain and improve the chart of accounts, classes, projects, programs, and other QuickBooks structures to ensure financial information can be tracked and reported.
• Establish appropriate tracking for new programs, grants, and capital or facility projects, including new transitional housing.
• Document accounting procedures, workflows, recurring processes, and responsibilities

Audit, Tax, Compliance, and Internal Controls

• Coordinate the annual financial review and serve as the primary staff contact for routine CPA or auditor questions and requests.
• Coordinate preparation of the annual IRS Form 990 with the CPA and assist with required federal, state, and local filings.
• Maintain and strengthen financial controls, procedures, approval requirements, and segregation of duties.
• Ensure appropriate separation between transaction approval, accounting entry, reconciliation, and financial review.
• Monitor recurring compliance requirements, including insurance audits and other financial documentation requirements.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, nonprofit management, or related field preferred.
• Experience in accounting, bookkeeping, financial management, or nonprofit finance.
• Experience with QuickBooks Online, accounts payable and receivable, payroll, reconciliations, and financial reporting.
• Knowledge of nonprofit accounting, GAAP, restricted and unrestricted funds, grant accounting, compliance, and cost allocations.
• Experience tracking grants from award through expenditure, reimbursement, and closeout.
• Experience reconciling donor databases and multiple payment platforms with accounting systems.
• Experience with government grants, reimbursement processes, CDBG, audits or financial reviews, Form 990 preparation, or financial controls preferred.
• Experience developing or improving accounting systems, workflows, reports, or internal controls preferred.
• Strong organizational, analytical, problem-solving, written, and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, work independently and collaboratively, and handle confidential information with discretion.
• Ability to identify discrepancies or process weaknesses, ask questions, and proactively communicate solutions.

Pay: $29.00 per hour

Work Location: Hybrid remote in Portland, ME 04101

Salary : $29