Staff Accountant II

Bethany House Services; Cincinnati (OH); On-site; USD 58,000 - 87,000; Full time

Job summary

BETHANY HOUSE SERVICES is seeking a Staff Accountant II – Grants & Payroll in Cincinnati, OH to manage grant accounting, payroll processing, and close-out activities. This exempt, full-time role reports to the Controller in the Finance department and requires a 4-year degree and strong analytical skills.

The role entails grant budgeting, invoicing, payroll tax coordination, and financial reporting to funders and leadership.

Qualifications

• Bachelor's degree in Accounting or related field required.
• 2–3 years of relevant accounting experience preferred.
• Experience with grant accounting and payroll accounting is strongly preferred.
• Experience with Blackbaud Financial Edge NXT or similar finance systems helpful.

Responsibilities

• Grant accounting and financial management, including budgeting and reporting.
• Payroll processing and related balance sheet reconciliations.
• Operating bank reconciliations and month-end close activities.
• Prepare grant billings, reimbursements, and reporting per funder requirements.
• Maintain grant dashboards and salary allocations for grants.

Skills

Analytical thinking

Organizational skills

Communication skills

Independent work

Education

Bachelor's degree in Accounting

Tools

Blackbaud Financial Edge NXT

Payroll systems

Job description

Job Location: Reading Road - Cincinnati, OH 45237

Position Type: Full Time

Education Level: 4 Year Degree

Salary Range: $58,160.00 - $87,240.00 Salary

Job Category: Accounting

STAFF ACCOUNTANT II – GRANTS & PAYROLL

BETHANY HOUSE SERVICES

FLSA: Exempt

Reports to: Controller

Department: Finance

Job Grade: H

Status: Fulltime

Position Summary

The Staff Accountant II - Grants & Payroll is an intermediate professional accounting position responsible for grant accounting and financial management, grant billing and reporting, payroll processing and accounting, the operating bank reconciliation, and payroll and employee benefit-related balance sheet reconciliations. The position requires greater independent judgment, analysis, and knowledge of grant and payroll requirements and works closely with the Controller, Program Directors, Human Resources, and other Finance staff to support accurate financial reporting, grant compliance, and timely payroll operations.

KEY DUTIES AND RESPONSIBILITIES

Grant Accounting & Financial Management

• Coordinate with BHS staff to ensure grant cycle is complete and all funding requirements are met.
• Prepare the annual budget for the Federal grant applications.
• Prepare Foundation grant budgets at the direction of the Grant Manager.
• Liaison between program directors and partner organizations to ensure matching documentation is received and meets funder requirements.
• Responsible for Funder Grid, which lists the grant contracts and summarizes the details for use by executive staff and the Board of Directors.
• Responsible for the completion of the grant cycle, ensuring all deadlines and requirements are met from application to close-out.
• Monitor, analyze, and maintain financial transactions for programs funded by Federal, state, local, and private grants and contracts.
• Track grant revenues and expenditures by funding source, program, department, and project and reconcile grant-specific subsidiary records to the general ledger.
• Prepare grant billings, reimbursement requests, receivable entries, financial reports, and grant close-out information according to funder requirements and deadlines.
• Monitor grant expenditures against approved budgets and eligible cost requirements
• Prepare spending projections and identify potential underspending, overspending, match shortfalls, recaptures, or other funding concerns for Controller review.
• Maintain grant dashboards, funder tracking schedules, required match schedules, and grant budgets.
• Maintain salary matrix of budgeted positions in accordance with individual grant awards.
• Verify financial components of grant applications and awarded agreements and enter approved budgets into the accounting system.
• Work with Program Directors and Finance staff to research and resolve grant coding, allocation, and expenditure issues.
• Maintain a working knowledge of assigned programs, funders, contract terms, eligible costs, reimbursement requirements, and fiscal periods.
• Present grant status and projections to BHS staff at quarterly grant management meetings.
• Provide recommendations on spending levels to ensure grant funding is spent within the grant terms.
• Reconcile grant rent and other grant-specific activity between program systems, including Clarity, and Financial Edge as applicable.

Payroll Accounting

• Maintain a working knowledge and understanding of the full payroll cycle, including gross-to-net payroll calculations, employee deductions, employer-paid benefits, payroll taxes, wage and tax reporting, payroll liabilities, general ledger accounting, and year-end payroll reporting.
• Establish and maintain the annual payroll calendar, including payroll processing dates, pay dates, holidays, and year-end deadlines.
• Review biweekly timecards for completeness, accuracy, and required management approval and coordinate/process biweekly payroll with the payroll provider.
• Review payroll reports for reasonableness and accuracy prior to finalization and research identified discrepancies with Human Resources, employees, managers, or the payroll provider as appropriate.
• Understand Federal, state, and local payroll tax withholding and employer tax requirements sufficiently to review payroll-provider activity, identify discrepancies, and coordinate corrections, while the payroll provider is responsible for filing and remitting applicable payroll taxes.
• Review and approve payroll tax account requests and notices through the payroll system and coordinate resolution of payroll tax issues with the payroll provider and Controller.
• Maintain Federal, state, and local payroll tax account information and communicate applicable rate changes and account updates to the payroll provider.
• Obtain and communicate annual Ohio unemployment tax rates and other applicable employer payroll tax rates to the payroll provider and verify that updated rates are accurately reflected in the payroll system.
• Coordinate Ohio Bureau of Workers' Compensation (BWC) rate and account updates with the payroll provider; prepare the annual workers' compensation true-up and file required information with the State of Ohio.
• Maintain general ledger mapping within the payroll system to ensure payroll expenses and liabilities are accurately recorded.
• Prepare and record payroll journal entries and ensure payroll costs are appropriately allocated among departments, programs, grants, and funding sources.
• Reconcile payroll registers and payroll-provider reports to payroll journal entries and the general ledger and research discrepancies through resolution.
• Prepare payroll and related accrual entries as part of month-end and year-end close procedures.
• Maintain and reconcile salary allocation schedules to grant budgets and collaborate with Human Resources and program staff to resolve discrepancies.
• Reconcile employee benefit elections and deductions to payroll and applicable benefit records.
• Prepare monthly reconciliations of payroll- and employee benefit-related balance sheet accounts, including payroll liabilities, retirement contributions, health and other employee benefit accounts.
• Process retirement contribution submissions and other payroll-related financial transactions and profile updates.
• Review quarterly and annual payroll tax reports for reasonableness and consistency with payroll records and the general ledger.
• Review annual Forms W-2 and related year-end payroll reports for accuracy and completion prior to employee distribution and filing by the payroll provider; research and coordinate correction of identified discrepancies.
• Prepare payroll reports and supporting schedules required for grant reimbursement, month-end close, annual audit, and other reporting requirements.
• Train new staff on proper use of the timekeeping system and provide knowledgeable, responsive support to BHS staff regarding timekeeping and payroll processes.

Operating Bank Reconciliation

• Prepare the monthly operating bank reconciliation independently of the accounts payable/disbursement process, investigate and resolve reconciling items timely, and submit the completed reconciliation and supporting documentation to the Controller for review and approval.

Month-End Analysis, Audit & Finance Operations

• Prepare and maintain the Finance Department month-end close checklist, track the status of outstanding items, and communicate unresolved items to the Controller
• Complete assigned month-end close responsibilities in accordance with the established close calendar.
• Review grant revenue, grant receivables, payroll expense and allocations, payroll accruals, employee benefit liabilities, operating cash, and other assigned general ledger accounts for completeness, accuracy, and reasonableness.
• Prepare and post assigned recurring, accrual, reclassification, and adjusting journal entries with appropriate supporting documentation.
• Review assigned general ledger activity for unusual transactions, incorrect coding, missing activity, or other discrepancies and research issues through resolution.
• Ensure assigned grant, payroll, benefit, and operating bank reconciliations are completed and reconciling items are resolved timely.
• Review grant billing and reimbursement activity to ensure amounts due from funders are appropriately recorded at month-end.
• Compile and review financial data, identify errors through analysis, research, and interpretation, and recommend corrective action to the Controller.
• Provide completed reconciliations, schedules, journal entries, and supporting documentation to the Controller for review.
• Prepare schedules and supporting documentation for annual financial audits, Single Audit, funder monitoring, tax filings, and other external reviews.
• Maintain organized documentation supporting grant expenditures, payroll allocations, reimbursement requests, journal entries, and reconciliations.
• Assist with requests from federal, state, and local government agencies and tax forms under the direction of the Controller.
• Maintain current written procedures and work instructions for assigned grant, payroll, and month-end functions; participate in cross-training and process improvement.
• Review assigned general ledger accounts for unusual activity, incorrect coding, or other discrepancies; research identified issues through resolution and prepare appropriate corrections.
• Reconcile School Lunch Program reimbursement activity and related receivables to the general ledger.
• Provide completed reconciliations and supporting schedules to the Controller for review and assist with other month-end and year-end close activities as assigned.
• Prepare assigned schedules, reconciliations, and supporting documentation for the annual financial statement audit, Single Audit, funder monitoring, tax filings, and other external reviews.
• Maintain organized accounting records, current written procedures, and work instructions; participate in cross-training and process improvement.

Other Duties and Responsibilities

This position description is intended to describe the general nature and level of work performed and the principal accountabilities of the position. It is not an exhaustive list of all duties. Responsibilities may evolve based on organizational strategy, growth, regulatory requirements and business needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Accounting, Finance, Business Administration, or related field with a minimum of 2-3 years of relevant accounting experience
• Experience with grant accounting, payroll accounting, nonprofit accounting, or another regulated/contract-funded accounting environment strongly preferred.
• Demonstrated experience with account reconciliations, journal entries, financial analysis, and month-end accounting activities required.
• Experience with Blackbaud Financial Edge NXT, payroll systems, or similar financial systems is preferred.

KNOWLEDGE & SKILLS

• Strong understanding of accounting principles and general ledger accounting.
• Strong Microsoft Excel skills and demonstrated ability to learn accounting and related software.
• High degree of accuracy, attention to detail, organization, and follow-through.
• Strong analytical and problem-solving skills, including the ability to research discrepancies through resolution.
• Ability to manage multiple recurring deadlines and maintain clear supporting documentation.
• Strong written and verbal communication skills and ability to communicate financial processes to non-finance staff.
• Ability to work independently within established policies and procedures and appropriately escalation complex matters

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

• Reliable and regular attendance.
• Successful completion of BHS background checks and drug testing.
• Regular use of computer and communication systems
• Ability to work occasional extended hours during month-end, year-end, audit, payroll, grant reporting, or other peak periods as applicable,
• Ability to perform the essential functions of an executive office position, with reasonable accommodation as required by law.