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Accounting Clerk

Under the supervision of the Chief Operating Officer, the Fiscal Assistant performs duties necessary for the daily operation of the Fiscal Department. This position is responsible for the timely and efficient completion of gift card request fulfillment, inventory monitoring, basic journal entries, mileage reimbursement eligibility tracking, e-filing, e-file back-up collection and customization, account reconciliations and administrative tasks as needed. This position is also responsible for establishing and maintaining good working relationships internal and external constituents. Exceptional attention to detail and collaborative teamwork is a must.

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Specific Activities
  • Assist A/P with check runs as needed (printing, stamping, distribution, e-filing, etc.)
  • Assist in preparing for individual contract audits, onsite reviews and desk reviews
  • Assist with preparing for annual Single Audit as needed
  • Collect, customize, review and submit back-up documentation as needed, and store an e-copy
  • Complete check and cash deposit processes as needed - scan to account, compile documentation, etc.
  • Complete month end reconciliation & reporting responsibilities
  • Complete other duties as assigned
  • Create, monitor, update and reconcile data in various Excel spreadsheets
  • Develop professional relationships with vendors as needed
  • Document processes & instruction if/when applicable to supplement the existing Fiscal Policies & Procedures Manual
  • Document specific processes to help with cross-training and so others can readily fill in in your absence
  • Enter & post all recurring A/R; help monitor accounts for timely remittance of A/R
  • Establish and maintain excellent working relationships with internal and external colleagues
  • Exercise exceptional attention to detail in all duties
  • Flag any spending issues for supervisor's review
  • Gift Card Management - Process requests, create and control inventory, maintain stock, compile documentation, distribution records, etc.
  • Learn to work with and decipher the information in reports spanning numerous contract periods
  • Leverage historical docs to answer questions when possible
  • Maintain GAAP and HIPAA compliance in all tasks
  • Maintain updated Excel contract reconciliation worksheets
  • Navigate through the accounting software's A/R, A/P, and G/L modules
  • Notify supervisor any time a deadline cannot be reasonably met; advise on your availability to do overtime to complete the task
  • Notify supervisor whenever workload is becoming overwhelming; propose prioritization of duties & seek supervisory input
  • Notify supervisor whenever you can take on additional duties, whether one-time or permanently
  • Prepare and post journal entries as needed; save the posting journal and asswociated back-up documentation for any atypical entries
  • Prepare spreadsheets and reports using the accounting software (Sage 300), Excel, Word and Access
  • Propose processes & instruction if/when applicable to supplement the existing Fiscal Policies & Procedures Manual
  • Retain e-version of all original & subsequent back-up that has been submitted to ensure "the story" is clear, especially when there are revisions/re-submittals
  • Retrieve and respond to all email & voicemail within 2 business days, even if just to provide notice of receipt and a later ETA for full response
  • Review Contract Reconciliation worksheets against A/R Monitor Tool to ensure accuracy 
  • Review invoice back-up documentation to ensure accuracy and compliance without unnecessary disclosure
  • Save all fiscal records on the server, including drafts and works in progress; use your individual folder only for documents not needed by other fiscal staff
  • Serve as secondary fiscal contact as needed for A/P vendors
  • Use brief & intuitive filenames on all e-docs; re-name as needed to ensure clarity within folders 
Required Education and Experience
AA in Accounting, Finance or Business Administration preferred; equivalent experience will be considered.  Current accounting students are encouraged to apply.  Any experience in the non-profit social services industry is a plus. 
Knowledge, Skills, and Abilities Required:  
  • Basic knowledge of Generally Accepted Accounting Principles (GAAP)
  • Type a minimum of 45 wpm
  • 10-key by touch
  • Accurate spelling and grammar; excellent verbal communication skills
  • Intermediate MS Office software skills, to include Excel, Word, and Outlook
  • Able to grasp verbal and written instruction quickly
  • Able to work efficiently and proactively with limited supervision
  • Able to complete work in a neat and timely fashion, with exceptional attention to detail
  • Be flexible, a team player, and able to multi-task and reprioritize as needed
  • Establish and maintain effective working relationships while showing open mindedness and a collaborative spirit
  • Compatible with agency purpose, goals, philosophy, and approach
  • Utilize a can-do approach to problem solving
  • Seek and accept performance feedback with a positive attitude; immediately integrate any suggestions for improvement
  • Ability to work well independently and demonstrate appropriate initiative 
    Other Requirements
  • Must have reliable transportation
  • Must be willing to work full-time in the office while adhering to current Covid-related protocols
  • Employment subject to clearances, including background finger printing checks, DMV driving record, tuberculosis testing, and drug testing
Compensation and Benefits

Your well-being matters at North County Lifeline!
  • Paid vacation
  • Paid sick time
  • Paid holidays (13 days)
  • Exceptional medical, dental, vision, chiropractic and acupuncture coverage
  • Free health and wellness programs
  • Free life insurance
  • Employee Assistance Program
  • Great employee incentive award programs
  • Training and education assistance
  • Matched 403b retirement plan
  • Flexible Spending Account
  • Menu of optional benefits, including short term disability, critical illness, accident, hospitalization and cancer policy 
    Starting at $17.00+ per hour; pay will be commensurate with experience and education. Differential pay offered for bilingual Spanish fluency—verbal and written.
Physical Demands/Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Travel may be required to multiple sites. Employee may be exposed to weather conditions prevalent at the time.  The employee will be required to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer.
Work Schedule
Non-exempt, full-time, 40 hours a week (Monday – Friday, flexible hours)