Accounting Assistant

Share Food Program, Inc.; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Healthcare

Dental

Vision

Short-term Disability

Life Insurance

Paid Time Off

Job summary

Share Food Program, a nonprofit hunger-relief organization in Philadelphia, seeks an Accounting Assistant to support accounts payable processing in Bill.com, deposits, and reconciliations.

You will ensure timely vendor payments, accurate coding to grants and programs, and month-end close readiness, working at the HQ warehouse.

Candidates need an associate degree and 2+ years' accounting experience, with Bill.com and NetSuite familiarity; we offer comprehensive benefits.

Qualifications

• Associate degree in accounting or related field, or equivalent work experience.
• 2+ years of accounts payable, bookkeeping, or general accounting experience.
• Hands-on experience with Bill.com or a similar AP automation platform.
• Experience performing bank and credit card reconciliations.
• Working knowledge of basic accounting principles and double-entry bookkeeping.
• Proficiency in Excel, including lookups, sorting/filtering, and pivot tables.

Responsibilities

• Enter, code, and route vendor invoices in Bill.com for approval, ensuring correct general ledger accounts, departments, programs, and grant/funding codes.
• Match invoices to purchase orders and receiving documents; resolve discrepancies with vendors and staff.
• Prepare and schedule weekly payment runs in accordance with approval policies and cash flow priorities.
• Maintain vendor records, including W-9s, payment details, and 1099 eligibility.
• Respond to vendor and internal inquiries on invoice and payment status.
• Ensure Bill.com activity syncs accurately with NetSuite.
• Record incoming receipts, including checks, ACH, wires, and online donations, in NetSuite.
• Prepare bank deposits and maintain supporting documentation.
• Apply payments to the correct customer, donor, grant, or program accounts.
• Coordinate with Development and program staff to confirm the source and restrictions of funds received.
• Reconcile all bank accounts monthly, investigating and resolving reconciling items promptly.
• Reconcile company credit card statements; collect receipts and confirm coding with cardholders.
• Follow up on missing documentation and outstanding items before month-end close.

Skills

Accounts payable

Bank reconciliations

Excel (PivotTables)

Bill.com

NetSuite

Double-entry bookkeeping

Education

Associate degree in accounting

Tools

Bill.com

NetSuite

Job description

Exciting Opportunities with Share Food Program! We are looking for an Accounting Assistant to add to our team!

Share Food Program (“Share”) is the leading hunger relief organization in the Greater Philadelphia region and one of the largest independent food banks in the nation. Share feeds hundreds of thousands of individuals each month—more than half of whom are children and seniors. The ripple effects of the pandemic, record rates of inflation, and critical cuts to government assistance benefits have plunged even more people into hunger and poverty. Philadelphia has the highest rate of poverty of any major city in the U.S., and food insecurity is a public health crisis. Our network of caring volunteers, dedicated professionals, and generous donors works to bring nourishing food to our neighbors in need.

Since 2022, the need for Share’s services has increased by 120% and the need will only increase with the passage of recent legislation. Share is committed to being at the forefront of advocacy fighting against these policies and ensuring everyone has access to food. Funding for advocacy and expanding its major donor program are strategic goals for Share. Furthermore, Share has successfully completed two stages of its capital campaign to expand and revolutionize its Philadelphia warehouse headquarters at the heart of Share’s operations, to help more neighbors in need.

Position Overview:

Share Food Program, a nonprofit food bank, is seeking a detail-oriented Accounting Assistant to support our mission of fighting food insecurity. This role owns accounts payable processing in Bill.com, records and prepares deposits, and completes monthly bank and credit card reconciliations. Accurate, timely work in this role keeps vendors paid, funds properly recorded, and month-end close on schedule.

Core Responsibilities

• Enter, code, and route vendor invoices in Bill.com for approval, ensuring correct general ledger accounts, departments, programs, and grant/funding codes.


• Match invoices to purchase orders and receiving documents; resolve discrepancies with vendors and staff.


• Prepare and schedule weekly payment runs in accordance with approval policies and cash flow priorities.


• Maintain vendor records, including W-9s, payment details, and 1099 eligibility.


• Respond to vendor and internal inquiries on invoice and payment status.


• Ensure Bill.com activity syncs accurately with NetSuite.


• Record incoming receipts, including checks, ACH, wires, and online donations, in NetSuite.


• Prepare bank deposits and maintain supporting documentation.


• Apply payments to the correct customer, donor, grant, or program accounts.


• Coordinate with Development and program staff to confirm the source and restrictions of funds received.


• Reconcile all bank accounts monthly, investigating and resolving reconciling items promptly.


• Reconcile company credit card statements; collect receipts and confirm coding with cardholders.


• Follow up on missing documentation and outstanding items before month-end close.

Required Experience and Abilities:

• Associate degree in accounting or a related field, or equivalent work experience.


• 2+ years of accounts payable, bookkeeping, or general accounting experience.


• Hands-on experience with Bill.com or a similar AP automation platform.


• Experience performing bank and credit card reconciliations.


• Working knowledge of basic accounting principles and double-entry bookkeeping.


• Proficiency in Excel, including lookups, sorting/filtering, and pivot tables.

Environmental Risks:

Position includes potential exposure to (chemicals and fumes, loud noises, vibration, extreme temperature, allergens, and confined spaces) up to 10% of the time.

LOCATION

This position will be primarily based at the Share Food Program HQ Warehouse, located at 2901 2901 W. Hunting Park Ave. Philadelphia, PA 19129.

COMPENSATION

Compensation will be commensurate with experience and qualifications.

Share offers a comprehensive benefits package including access to group healthcare, dental, vision, short-term disability, life insurance paid time off.

Share Food Program is an equal employment opportunity employer and does not discriminate based on race, ethnicity, religion, national origin, age, sex, gender or gender expression, marital status, sexual orientation, parental status, age, disability, genetic information, or any other category protected by law. In addition to federal law requirements, Share Food Group complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.