Accounting and Systems Coordinator

Title: Accounting and Systems Coordintor

Reports to: Chief Finance and Administration Officer

Schedule: 25 hours per week, flexible hybrid schedule

Compensation: $25-$30 per hour, generous PTO with sick, holiday, vacation and personal days, IRA retirement plan with Conservancy match after 1 year 

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About the High Line Canal Conservancy 

An extraordinary feat of engineering now 140 years old, the 71-mile High Line Canal has outlived its historic function as an irrigation utility and has taken on new life as a recreational resource, wildlife corridor and green stormwater infrastructure. The High Line Canal Conservancy is a nonprofit organization with the mission to preserve, protect and enhance the High Line Canal in partnership with the public through stewardship, community engagement and collaboration with local agencies.  

Primary Responsibilities 

The Accounting and Systems Coordinator is responsible for maintaining accurate financial records and optimizing business systems. This role combines accounting expertise with technical proficiency to ensure efficient operations, accurate reporting and compliance with nonprofit regulations. 

Accounts Payable:  

• Serve as AP systems administrator (Ramp) to process invoices, payments, and credit card spending. Review workflow for proper approval process, verify accuracy, and ensure policies and procedures are followed.  
• Reconcile credit card transactions and integration with Ramp/QB online. 
• Maintain vendor records and ensure compliance with W-9 and 1099 reporting requirements. 
• Ensure timely payment of vendor invoices and adherence to payment terms. 
• Prepare and generate 1099 forms for contractors accurately and in a timely manner, adhering to IRS guidelines and regulations. 

Accounts Receivable:  

• Complete bank deposits and process donations in accordance with gift entry policies.  
• Review outstanding pledges and sponsorships at least monthly.  
• Generate and send donor/sponsor invoices as needed.  
• Collaborate with the development team to ensure donor restrictions are coded correctly. 
• Conduct monthly reconciliation of QB online and Raisers Edge. 

Payroll and Benefits:  

• Assist with bi-monthly payroll by reviewing timesheets and payroll journals for accuracy, communicating with PEO.  
• Prepare, review and submit IRA contributions.  

General Accounting Support 

• Assist with preparation of grant reports for reimbursement requests. 
• Help develop and maintain financial policies and procedures that promote sound financial management practices and internal controls. 
• Assist with preparation for the annual audit.  
• Maintain certificates of insurance. 

Technology and Systems Management 

• Serve as the point of contact for the organization’s IT consultant. 
• Oversee contracts and maintenance for the office printer, phone and internet. 
• Administer the organization’s Sharepoint file system, ensuring logical folder structure and consistent naming conventions. 

Skills and Qualifications 

• High level of proficiency in QuickBooks and other financial tools is essential. 
• Knowledge of nonprofit accounting principles. 
• Strong organizational skills and attention to detail. 
• High level of analytical thinking and problem-solving skills. 
• Time management and prioritization abilities. 
• Excellent communication and interpersonal abilities.  
• High ethical standards and commitment to maintaining confidentiality. 

Application Instructions  

Qualified applicants are encouraged to apply by sending a resume and cover letter addressing the applicant’s interest in and qualifications for the position. Please send both documents as one PDF attachment in an email to employment@highlinecanal.org. No phone calls, please.  

Application Deadline: Open until filled  

The Conservancy is dedicated to the principles of equal opportunity for all employees, applicants, volunteers, program and event participants, trail users and visitors, partners, and other organizational stakeholders. We prohibit unlawful discrimination and harassment based on age, race, sex, color, religion, creed, national origin or ancestry, disability, military status, genetic information, native language, sexual orientation, transgender status, gender identity, gender expression, marital status, gender, veteran status, political service, and affiliation or any other status protected by applicable state or local law. This prohibition includes unlawful harassment based on any of these protected classes.   

Unlawful harassment includes verbal or physical conduct which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.   

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every qualification. At the Conservancy we are dedicated to building a diverse, inclusive, and authentic workplace. If you are interested in this role but your experience does not check all of the boxes, we encourage you to go ahead and apply. You may be the right candidate for this or another role in our organization.  

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