Financial Administrative Associate

Responsibilities

• Maintain accurate, up-to-date financial records in QuickBooks Online, including daily transactions, journal entries, deposits, expenses, and accounting activity.
• Maintain the general ledger and ensure proper categorization using the organization’s chart of accounts.
• Reconcile bank accounts, credit cards, and other balance sheet accounts on a monthly basis.
• Assist with month-end and year-end closing procedures and ensure records are organized and audit-ready.
• Organize digital records for invoices, receipts, financial statements, reconciliations, and related supporting documentation.
• Process vendor invoices, bills, reimbursements, and other expenses with accurate, timely account coding and grant or departmental allocation.
• Verify invoices and supporting documentation, including approvals and applicable grant or departmental allocations.
• Coordinate vendor payments through approved payment methods and maintain vendor records, including payment schedules and outstanding obligations.
• Record and track incoming payments, deposits, reimbursements, grants, program revenue, and other income; monitor and follow up on outstanding receivables.
• Reconcile deposits and receipts to accounting records and supporting documentation; resolve discrepancies professionally with relevant staff.
• Administer and process payroll through ADP, including reviewing timesheets and leave records for accuracy and completing payroll submissions.
• Assist with payroll reconciliations, expense allocations, payroll tax reporting, deductions, benefits-related administration, and year-end payroll processes.
• Maintain strict confidentiality for employee compensation, banking information, personnel records, and donor-related financial information.
• Support cash management by monitoring bank accounts, preparing and recording authorized banking transactions, and investigating unidentified or incorrect activity.
• Support grant financial tracking, including award/payment schedules, reimbursements, budgets, expenditures, and revenue by funding source, program, and grant.
• Prepare and coordinate monthly and quarterly grant financial roll-up reports, consolidate reporting across multiple grants, and reconcile grant-level reports back to QuickBooks Online.
• Assist with grant reimbursement requests and funder reporting, maintaining documentation to support allowability, allocation, and consistency with grant requirements.
• Use Google Workspace to organize financial records and support operations (Gmail, Google Drive, Google Sheets, Google Docs, and shared calendars), including maintaining spreadsheets for tracking and reporting.
• Maintain internal control compliance, including segregation of duties and payment authorization requirements.
• Reconcile donation and fundraising revenue between donor management platforms and accounting records, supporting consistency across systems (Bloomerang, DonorPerfect).

Requirements

• Associate degree or equivalent combination of education and relevant professional experience in accounting, bookkeeping, finance, business administration, or a related field.
• Minimum 3 to 5 years of progressively responsible bookkeeping, accounting, payroll, or financial administration experience; nonprofit experience strongly preferred.
• Hands-on experience with QuickBooks Online and ADP payroll systems.
• Strong working knowledge of accounts payable, accounts receivable, general ledger maintenance, bank reconciliations, payroll processing, and financial recordkeeping.
• Ability to prepare and reconcile monthly and quarterly reports, including grant-level financial roll-ups.
• Experience tracking expenses and revenue across multiple grants, programs, departments, or funding sources.
• Proficiency with Google Workspace, especially Google Sheets and Google Drive (or comparable tools).
• Strong spreadsheet skills, including formulas, organization, reconciliation, and financial reporting.
• Excellent organizational skills, accuracy, time management, and attention to detail.
• Ability to manage competing priorities, meet recurring deadlines, and work independently.
• Strong written and verbal communication skills.
• Ability to handle confidential financial, payroll, employee, donor, and organizational information with discretion.

Technologies

• QuickBooks Online
• ADP
• Google Workspace (Gmail, Google Drive, Google Sheets, Google Docs)
• Bloomerang
• DonorPerfect

Performance Expectations

• Timely and accurate processing of accounts payable, accounts receivable, and payroll.
• Complete monthly bank and balance sheet reconciliations by established deadlines.
• Accuracy and timeliness of monthly and quarterly grant financial roll-up reports.
• Proper documentation and allocation of expenses and revenue across grants and programs.
• Maintain accurate, organized, and audit-ready financial records.
• Use QuickBooks Online, ADP, and organizational productivity tools effectively.
• Follow internal controls, confidentiality requirements, and organizational financial policies consistently.

Work Environment and Scheduling

• Primarily office-based with regular remote/hybrid options depending on employee and organizational needs.
• Frequent computer use, accounting software, spreadsheets, and electronic document management systems.
• Manage recurring monthly, quarterly, and annual reporting deadlines.
• Occasional additional hours may be necessary during payroll processing, financial close, grant reporting, or audit periods.

Pay and Job Type

• Part-time to start, with transition to full-time
• Salary: USD 18 per hourly
• Also listed: From $18.50 per hour
• Work location: Hybrid remote in Pensacola, FL 32505 (initially onsite per listing)
• Schedule: Monday-Friday, make own hours

How to Apply

Submit a résumé and cover letter to [email protected]. Include specific examples of experience with QuickBooks Online, ADP, and monthly or quarterly grant financial reporting, along with your nonprofit bookkeeping, payroll, and financial administration experience.

Application Questions

• How many years of Quickbooks Online experience do you have?
• How many years of payroll experience with ADP do you have?

Preferred Qualifications

• Previous bookkeeping or accounting experience with a 501(c)(3) nonprofit organization.
• Experience with grant-funded programs, restricted funding, grant budgets, reimbursement requests, and funder financial reporting.
• Familiarity with nonprofit accounting principles, fund accounting concepts, and restricted versus unrestricted revenue.
• Experience supporting financial audits, grant monitoring, internal controls, and year-end financial close processes.
• Experience with nonprofit fundraising and donor management platforms such as Bloomerang or DonorPerfect.
• Experience reconciling donor management systems with accounting software.
• Familiarity with Excel, advanced Google Sheets functions, and automated financial reporting workflows.