What are the responsibilities and job description for the Accounting Coordinator position at Pelican Harbor Seabird Station?
ACCOUNTING COORDINATOR
Start Date: TBD March 2026
Reports to: Executive Director
Organization Overview
Pelican Harbor Seabird Station (PHSS) is Miami’s premier native wildlife hospital evolving into a world-class wildlife rescue, rehab, release, and education center. We are dedicated to improving the lives of sick, injured, and orphaned native wildlife with the goal of releasing healthy animals back into the ecosystem, thus enabling future generations. We embody the highest level of patient care, compassion, and integrity while promoting community engagement on the importance of wildlife conservation. Founded in 1980, PHSS treats over 2,000 patients a year of over 150 species. In 2026, we will be expanding to a new facility where our capacity for animal care and conservation education will exponentially increase. For more information, please visit www.pelicanharbor.org
Position Description
The Accounting Coordinator serves as a key team member who actively manages and maintains the financial records of PHSS by accurately recording the day-to-day financial transactions for both Operations and Capital Campaign income and expenditures. Additionally, the person in this role will be the point person for preparing documentation for annual financial audits. Successful candidates will be detail-oriented and possess exceptional organizational skills. Interpersonal skills are also essential, including the diplomacy, poise, and discretion required to communicate with donors. Applicants should possess a sense of humor, a collaborative spirit, and be passionate about the mission, vision, and impact of PHSS.
ESSENTIAL RESPONSIBILITIES
Day-to-Day Accounting
- Perform all activities related to the accounts payable function, including reviewing, coding, and processing payments as they come in
- Perform accounts receivable functions, including invoicing, deposits, collections, and revenue recognition (Delegate check log, Enter donations into CRM: Bloomerang, Remote deposit checks, Enter deposits into QuickBooks, Make cash deposits at the bank)
- Ensure all Donations from all income sources are entered into Bloomerang and recognized in QuickBooks and bank accounts
- Monitor all Bank Accounts and complete in-house reconciliation with monthly bank statements and QuickBooks
- Work with CPA to close out each month and attend monthly accounting review meetings
- Ensure we have all transaction receipts, and if not, complete missing receipt forms
- Maintain Bloomerang, the donor database software, by completing changes to personal donor data when applicable
- Monitor Grant Income and code purchases and expenses with the appropriate class
- Print receipts for city and county grants and complete the monthly reports as required
- Enter payroll into QuickBooks via Payroll Journal Entry and report matching
- Primary point person to gather materials for the yearly audit, monthly financial reviews, and any forensic accounting that may be requested
Administrative and Operational Support
- Maintain organized filing systems (digital and physical)
- Assist with vendor communication and payment inquiries
- Support budgeting processes and expense monitoring
- Help track contracts, renewals, and compliance documents
- Provide backup support for front office or general admin tasks as needed
- Assist with special projects and cross-departmental needs
- Write Thank You cards to donors as requested
REQUIRED QUALIFICATIONS
- Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field OR equivalent work experience
- 5 years of bookkeeping or accounting support experience
- Strong understanding of basic accounting principles
- Proficiency in Microsoft Excel and general office software
- Experience with QuickBooks accounting software
- High level of accuracy and attention to detail
- Strong organizational and time-management skills
- Ability to manage multiple tasks and shifting priorities
Job Type: hourly (approximately 30 hours per week) with occasional weekend and evening events as needed
Location: Miami, FL. This position will work onsite (2 days per week), however some remote work is possible.
Compensation: Commensurate with Experience
BENEFITS:
- Accrual based on hours worked, up to 20 days of PTO (if 40 hours worked /week)
- 12 paid holidays
- Medical, dental, and life insurance
- 3% matching 403(b) contribution
Interested candidates may send a Cover Letter and CV to: info@pelicanharbor.org