Staff Accountant

Job Description: Staff Accountant

Location: San Antonio, Texas

Job Type: Full-time, Exempt (Salary)

Job Description

The Staff Accountant supports the organization’s accounting and financial operations by maintaining accurate general ledger records, preparing grant and contract billings, monitoring grant-related revenues and expenditures, completing account reconciliations, and assisting with financial reporting.

This position works closely with the Director of Accounting and collaborates with program and department staff to ensure financial transactions are properly documented, accurately coded, and processed in accordance with Generally Accepted Accounting Principles, grant and contract requirements, funder restrictions, and organizational policies.

The Staff Accountant also supports month-end and year-end closing, audits, budget monitoring, financial analysis, and internal control processes.

Primary Responsibilities & Essential Functions

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

General Ledger and Financial Reporting

• Maintain accurate general ledger records including preparation of journal entries, accruals, adjustments and account reconciliations.
• Support monthly and annual close processes and ensure transactions are accurately recorded and appropriately coded.
• Prepare financial schedules, account analyses, and supporting documentation for monthly, quarterly, and annual reporting.
• Review financial activity for accuracy, completeness, and proper allocation among accounts, departments, programs, grants, and funding sources.
• Maintain organized accounting records and resolve discrepancies in coordination with the Director of Accounting.

Grants and Contract Billing

• Prepare and process grant and contract invoices, reimbursement requests, and required financial documentation in accordance with established deadlines.
• Review grant and contract requirements to ensure billings comply with approved budgets, reimbursement terms, funding periods, and documentation requirements.
• Reconcile amounts billed to the general ledger and applicable grant or contract tracking schedules.
• Coordinate with program and department staff to obtain documentation and information to support timely and accurate billing.
• Monitor grant and contract related receivables and assist with resolving outstanding reimbursements, billing discrepancies, and funder questions.
• Maintain complete, organized, and audit-ready documentation for assigned grant and contract billings.

Grant Accounting, Revenue Recognition, and Fund Compliance

• Maintain accurate accounting records for assigned grants and restricted funding, including preparation of revenue entries, accruals, receivables, and accounting adjustments.
• Reconcile grant revenues, expenditures, receivables, and remaining balances to the general ledger and grant-tracking schedules.
• Review grant expenditures for proper coding, supporting documentation, funding period, approved budget, and applicable funding requirements.
• Monitor grant spending and identify potential overages, underspending, coding errors, unallowable costs, or other financial compliance concerns for escalation.
• Support grant reporting and closeout activities by maintaining complete financial documentation and reconciling final revenues, expenditures, and balances.
• Assist with allocating payroll, benefits, shared costs, and other expenses to appropriate grants, programs, and funding sources.

Budget Monitoring, Financial Analysis, and Program Support

• Maintain budget-tracking schedules and monitor actual revenues and expenditures against approved budgets for assigned grants, contracts, programs, and departments.
• Research significant budget variances, spending trends, potential overages, and underspending, and provide findings to support financial planning and decision-making.
• Assist with preparing grant and program budgets, financial projections, budget amendments, and reallocations.
• Support the Director of Accounting in providing financial information to program and department staff.
• Assist staff with resolving financial questions related to account coding, documentation, grant budgets, expenditures, and available balances.
• Participate in financial review meetings and complete special accounting analyses or projects as assigned.

Internal Controls, Audit

Support, and Accounting Compliance

• Coordinate with the Accounts Payable Specialist to reconcile accounts payable subledger balances to the general ledger and resolve discrepancies.
• Follow established accounting policies, procedures, internal controls, and applicable accounting standards.
• Maintain complete, accurate, and audit-ready financial records in accordance with organizational record-retention requirements.
• Prepare schedules, reconciliations, transaction support, and other documentation for financial audits, grant audits, monitoring reviews, and compliance requests.
• Identify recurring errors, documentation gaps, or internal-control concerns.
• Assist with researching audit or monitoring questions and implementing approved corrections or corrective actions.

Administrative & Other Duties

• Communicate accounting needs, missing documentation, and unresolved issues in a timely manner.
• Attend required meetings, staff development activities, and professional-development opportunities.
• Maintain time-card records.

Exhibit CIS Core Values:

• Passion
• Compassion
• Collaboration
• Optimism
• Adaptability

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work generally are Monday through Friday, 8a.m. to 5p.m. This position on occasion requires long hours and weekend work.

Travel

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

Required Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• One to three years of relevant accounting experience.
• Experience preparing journal entries and completing general ledger account reconciliations.
• Experience working with financial reports, budgets, and supporting accounting documentation.
• Working knowledge of Generally Accepted Accounting Principles.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Experience using accounting or financial-management software.
• Strong organizational, analytical, problem-solving, and communication skills, with the ability to maintain confidentiality and meet multiple deadlines.

Preferred Experience and Qualifications

• Experience in nonprofit, governmental, or grant-funded accounting.
• Experience with federal, state, local, foundation, or school district funding.
• Experience preparing grant or contract invoices and reimbursement requests.
• Experience supporting financial audits, grant audits, or funder monitoring reviews.
• Experience with fund-accounting software and intermediate or advanced Microsoft Excel functions.
• Familiarity with grant cost principles, restricted funding, allowable costs, and revenue recognition.

Additional Eligibility Qualifications/Requirements

• Must have reliable transportation
• Must be able to pass a criminal history background check
• Financial Accuracy and Attention to Detail
• Analytical Thinking and Problem Solving
• Ethical Decision-Making and Confidentiality
• Organization and Time Management
• Communication and Cross-Functional Collaboration
• Accountability and Continuous Improvement

What is Communities In Schools?

To gain insight into our Mission

To surround students with a community of support, empowering them to stay in school and achieve in life. View this short video: https://youtu.be/wBxTIMfemQE From Communities In Schools of San Antonio student, to San Antonio Councilman, to now leading as the Communities In Schools® National CEO and President, Rey Saldaña represents the potential that each of our students has.

Every student that walks through our door has the potential to define their own success, but many of them just need one caring adult to encourage them and support them as they go. https://www.youtube.com/watch?v=5hxQn0j3l7E&t=41s For more information go to https://www.cissa.org/