Staff Accountant

HomeFirst; San Jose (CA); On-site; USD 80,000 - 95,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) matching

Paid holidays

PTO

Job summary

HomeFirst Staff Accountant in San Jose, CA joins a nonprofit finance team to manage general ledger activities, month-end close, and grant billing, ensuring GAAP compliance and accurate financial reporting. Proficiency with NetSuite and Excel is required; experience with Concur and Ramp is a plus as we track expenses and reimbursements.

You will collaborate with program staff, support audits, and help strengthen internal controls as we grow our services to end homelessness in the Bay Area.

Qualifications

• Bachelor’s degree in accounting, finance, or related field.
• 4+ years of accounting experience, preferably in nonprofit, government, or grant-funded environments.
• Experience with grant billing, cost allocation, and compliance (federal Uniform Guidance/2 CFR 200 a plus)

Responsibilities

• Prepare and manage general and subledger accounting entries, ensuring accurate, timely, cost effective and user-friendly results in accordance with GAAP fund accounting.
• Maintain and balance accounts by verifying, posting, and reconciling transactions, and resolving discrepancies.
• Perform monthly, quarterly and year-end closing functions including reviews, reconciliations, reserve adjustments, net asset reclasses, and compliance with grant requirements and restrictions.
• Maintain accounting systems and processes for internal controls, accuracy, and efficiency.
• Support preparation for annual financial statement audits and single audits
• Maintain organized, audit-ready files for grant and program transactions
• Assist with accounts payable/receivable as needed
• Participate in ongoing budget versus actual reviews, analyze key variances, and provide information and feedback as appropriate.
• Summarize financial results by collecting information, reviewing account balances, and analyzing results.
• Accounts Payable - Review all invoices to ensure correct approval and coding prior to posting and payment of invoices
• Process checks and prepare for deposit
• Process check requests and vendor invoices 1099/W9 record maintenance
• Reconcile vendor statements, research, and correct discrepancies
• Input and maintain accounts payable records
• Generate accounts payable reports; review and analyze payment schedule
• Maintain accurate filing system for accounts payable records
• Assist with Month-End Closing procedures
• Perform other duties as assigned
• Rental Assistance Oversight - Process and track rental/housing assistance payments to landlords and clients in accordance with program guidelines
• Verify eligibility documentation and payment authorizations before disbursement
• Maintain client-level financial records ensuring confidentiality and accuracy
• Reconcile rental assistance disbursements against program budgets and funding source restrictions
• Identify and resolve discrepancies in payment requests, duplicate payments, or documentation gaps
• Coordinate with case managers/program staff to ensure timely and compliant payment processing
• Support internal controls to prevent fraud, errors, or misuse of rental assistance funds
• Grant Billing & Compliance - Prepare and submit accurate, timely invoices and reimbursement requests to government, and private funders (e.g., OSH, and other agencies)
• Track grant budgets, expenditures, and remaining balances across multiple funding sources
• Ensure expenses are properly coded and allocated in accordance with grant agreements and cost allocation plans
• Reconcile grant revenue and receivables to the general ledger
• Monitor grant spend-down to avoid lapses or under/over-billing
• Assist with the preparation of financial reports required by funders (monthly, quarterly, annual)
• Maintain supporting documentation for audits, monitoring visits, and single audit (Uniform Guidance) requirements
• Track grant deadlines, reporting schedules, and renewal/amendment dates

Skills

GAAP knowledge

Analytical skills

Communication skills

Time management

Discretion with confidential info

Financial reporting

Grant management

Education

Bachelor’s degree in accounting

Tools

NetSuite

Microsoft Excel

Concur

Ramp

Job description

Position: Staff AccountantLocation: Pioneer, San Jose, CAReports To: ControllerType: Full Time, ExemptCompensation: $80,000-$95,000ABOUT HOMEFIRSTEstablished in 1980 HomeFirst is a nonprofit organization passionately working to end homelessness. We serve the Bay Area and Sonoma County community through low barrier programming and systems leadership-meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.OUR VALUESKindness: We act with empathy toward others.Passion: We ignite change to fulfill our mission.Excellence: We deliver exceptional service to our communities.POSITION OVERVIEWThe Staff Accountant will be responsible for the maintenance of the accounting system and processes in our growing and vibrant agency. Primary areas of responsibility include accounting entries and reconciliations, financial reporting, support to business partners, financial analysis of operations and business results, and prepare & submitting grant billing. This position will have the opportunity to help build the proper processes, systems and controls as we continue to grow and expand our services.PRIMARY RESPONSIBILITIESGeneral AccountingPrepare and manage general and subledger accounting entries, ensuring accurate, timely, cost effective and user-friendly results in accordance with GAAP fund accounting.Maintain and balance accounts by verifying, posting, and reconciling transactions, and resolving discrepancies.Perform monthly, quarterly and year-end closing functions including reviews, reconciliations, reserve adjustments, net asset reclasses, and compliance with grant requirements and restrictions.Maintain accounting systems and processes for internal controls, accuracy, and efficiency.Support preparation for annual financial statement audits and single auditsMaintain organized, audit-ready files for grant and program transactionsAssist with accounts payable/receivable as neededParticipate in ongoing budget versus actual reviews, analyze key variances, and provide information and feedback as appropriate.Summarize financial results by collecting information, reviewing account balances, and analyzing results.Accounts PayableReview all invoices to ensure correct approval and coding prior to posting and payment of invoicesProcess checks and prepare for depositProcess check requests and vendor invoices1099/W9 record maintenanceReconcile vendor statements, research, and correct discrepanciesInput and maintain accounts payable records.Generate accounts payable reports; review and analyze payment schedule.Maintain accurate filing system for accounts payable recordsAssist with Month-End Closing proceduresPerform other duties as assignedRental Assistance OversightProcess and track rental/housing assistance payments to landlords and clients in accordance with program guidelinesVerify eligibility documentation and payment authorizations before disbursementMaintain client-level financial records ensuring confidentiality and accuracyReconcile rental assistance disbursements against program budgets and funding source restrictionsIdentify and resolve discrepancies in payment requests, duplicate payments, or documentation gapsCoordinate with case managers/program staff to ensure timely and compliant payment processingSupport internal controls to prevent fraud, errors, or misuse of rental assistance fundsGrant Billing & CompliancePrepare and submit accurate, timely invoices and reimbursement requests to government, and private funders (e.g., OSH, and other agencies)Track grant budgets, expenditures, and remaining balances across multiple funding sourcesEnsure expenses are properly coded and allocated in accordance with grant agreements and cost allocation plansReconcile grant revenue and receivables to the general ledgerMonitor grant spend-down to avoid lapses or under/over-billingAssist with the preparation of financial reports required by funders (monthly, quarterly, annual)Maintain supporting documentation for audits, monitoring visits, and single audit (Uniform Guidance) requirementsTrack grant deadlines, reporting schedules, and renewal/amendment datesSkills & CompetenciesStrong analytical and problem-solving skills.Solid understanding of accounting principles and financial reporting.Proficiency in NetSuite and Microsoft Excel.Experience with expense reporting and accounting software (e.g., Concur, Ramp or similar) preferred.High attention to detail and accuracy.Strong organizational and time management skills.Ability to communicate effectively with both finance and non-finance staff.Ability to manage multiple priorities and meet deadlines.Discretion in handling sensitive client financial information.Work Environment & Physical RequirementsPrimarily office-based or hybrid work environment.Prolonged periods of sitting and computer use.Occasional meetings with internal and external stakeholders.BENEFITSHomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 8 hours of civic engagement leave annually to volunteer.ORGANIZATIONAL EQUITY STATEMENTAt HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.QUALIFICATIONSEducation & ExperienceBachelor’s degree in accounting, finance, or related field required.4+ years of accounting experience, preferably in nonprofit, government, or grant-funded environmentsExperience with grant billing, cost allocation, and compliance (federal Uniform Guidance/2 CFR 200 a plus)Familiarity with rental/housing assistance programs (e.g., ESG, CoC, ERAP, HOME) preferredExperience with HMIS (Homeless Management Information System) or similar client data systems preferred