Organizational Overview

A full-service individual needed to maintain all aspects of financial management and accounting services for national 501(c)6 nonprofit certification organization established in 1982 and located in Alexandria, VA. This position reports to the CEO. 

Begin by managing the transition and set-up of all general ledger and payables to a new accounting software system. Responsibilities include maintenance of finance policies, compilation of monthly financial statements, updating trends analysis and reports, staff liaison to the Finance Committee, general ledger reconciliations, payables, payroll, annual audit and budgeting and more. 

Position Description:

Full Time Position

1. Meet weekly for one hour with the CEO to review NCCAOM financial status, projects, share information, create Finance Committee Agendas, etc.
2. Maintain ongoing cash balance status for review with the CEO weekly during AP invoice approval process.
3. Preparation of monthly financial statements; Create and post all needed month end reconciliations and journal entries to support the monthly financial statements.?
4. Balance Sheet
5. Company Statement of Activities (Board and FC) and Department Detailed Statement of Activities
   3. Dashboard (Board and FC) of Statement of Activities to include variance explanations
6. Charts: Income, Expenses, Net Income
7. Cash Flow Statement
8. Capital Asset Status Report
9. Prudent Reserve Status Report and Chart
10. Ad Hoc analysis and or modeling prepared as requested
11. Prepare trends analysis reports as needed
12. Prepare annual finance metrics as needed
13. Serve as Finance Committee (FC) Liaison
14. Coordinate monthly FC Meetings
15. Prepare meeting Agenda with the CEO
    3. Create all meeting exhibits to share, to include trend graphs, ROI reports as needed, etc. based on the Agenda
    4. Take and maintain meeting records
    5. Update as needed Governance Finance Policies, approval needed by FC and Board
    6. Support the Treasurer/FC Chair as needed: Treasurer’s report to the Board, Treasurer’s report for the NCCAOM Annual Report, etc.
    7. Other core tools to support the communications of the committee.
16. Reconcile general ledger accounts. Use reconciliations to determine action required through correcting journal entries, invoicing, adjustments, etc..
17. Maintain all Capital Asset Schedules and prepare month-end depreciation and amortization JEs. True-up depreciation and amortization at year-end as needed.
18. Reconcile all cash receipts in Cyzap to the merchant services vendor statement and bank statements.
19. Track Royalty payments from vendors, contact as needed.
20. Download and reconcile PearsonVUE income reports, create month end JE to record gross income and expenses by certification program.
21. Responsible for all accounts payable
    1. Review all invoices submitted for payment to ensure Directors have submitted the proper approval and general ledger coding. Confirm g/l coding agrees with the annual budget. Work with Directors as necessary.
    2. Review all expense reports submitted for payment from staff and volunteers. Confirm volunteer honoraria to be paid with the project Director or CEO. Enter the g/l code which is in agreement with the current budget.
    3. Process refund and credit memo requests through the candidate/Diplomate database for payment.
    4. Process all invoices for payment as appropriate and initiate ACH payments and wires using bank bill pay, cut checks using software designated for the purpose; track all checks issued and work with operations team on clearing up old outstanding checks.
    5. Reconcile all Amex activity monthly – allocate all company Amex card expenses to the proper g/l expense account.
    6. Compile and distribute annual 1099 and report 1096 to IRS.
22. Work with Payroll and HR companies to ensure accurate payroll processing 
23. Update Employee salaries and withholdings in Payroll System
24. Prepare and Process the Payroll for each Pay period
25. Prepare and post payroll and employee benefits distribution JEs monthly. 
26. Maintain/Download quarterly tax reports provided by the payroll company. 
27. Set up new accounts with each state, as needed, to file payroll taxes for remote employees. 
28. Work with Directors to prepare the NCCAOM Annual Budget.
    1. Create a budget timeline to share with FC and NCCAOM Directors
    2. Set up each department budget template and distribute to Directors (this position is responsible for General Administration, Investment, all salaries, fringe benefits for each department). 
    3. Meet with Directors to review their budget assumptions and then review Department budget assumptions with the CEO. Make recommendations as needed.
    4. Compile all company budgets to create a summary document by line item as presented in the monthly financial statements. Conduct preliminary review with the CEO and adjust as needed to ensure positive or zero effect bottom line.
    5. Present Preliminary Proposed budget to the FC in September and Board in October. Adjust as needed. Present to the FC November and Board for final approval in December.
    6. Record new budget in g/l software prior to beginning of new fiscal year – January 1
    7. Calculate the new Prudent Reserve Target effective January 
    8. Assist with initiating, assembling, and analyzing periodic forecasts.
29. Complete the NCCAOM Annual Audit 
30. Schedule with the Auditors for annual audit
31. Prepare necessary schedules for annual audit (PBC)
32. Review the draft audit and administer changes needed if necessary.
33. Present draft audit to the FC in May for approval and present approved audit to the Board at the Spring meeting.
34. Provide all information necessary to the tax accountant for preparation of the annual tax returns
35. Review the draft tax returns and work with tax accountant to administer changes if necessary.
36. Coordinate filing and signature of tax forms with CEO.
37. Act as key contact for working with auditors and tax account 
    9. Administer the process for initiating the RFP process and assisting with the selection of a new audit firm when necessary. 
38. Finance Management Policies - Create and maintain policy and procedure manual for processes used relating to accounting activities.
39. Manage Banking and Merchant Accounts 
40. Set up and maintain bank/merchant accounts and all services required.
41. Reconcile monthly bank and credit card statement
42. Prepare Charts for Analysis?of Data/Trends 
43. Provide analysis on monthly and year-to-date activities.
44. Prepare dashboards to illustrate trends and projections.
45. Ad Hoc analysis and or modeling prepared as requested?
46. Act as Key Contact with Investment Vendor 
47. Act as liaison and or manage relationship between investment advisor and CEO
48. Reconcile investment activity monthly. Create and post JEs.?
49. Coordinate transfers to/from the investment account as needed.
50. Coordinate RFP process as requested.  
51. Maintain All Insurance Policies as Needed 
52. Review and renew policies (Workers Comp, E&O/D&O, and Liability) 
53. Oversee Vendor for State Business Tax Filings 
54. Work with CT Corporation to ensure timely and accurate filings of state business license filings, currently employees working in: DC, VA, PA, IL, FL, CO  
55. Act as Key Contact with Principal Financial Group for Employee Retirement Accounts
56. Complete W-9 reports as requested by vendors
57. Other assistance as needed for full financial support to the CEO and Finance Committee.

Qualifications and Requirements

Education Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (Required).
• Master’s degree in Accounting, Finance, or Business Administration (Preferred).
• Additional certifications such as Certified Internal Auditor (CIA) or Chartered Financial Analyst (CFA) (a plus).

Job Qualifications & Experience:

• Minimum 5-10 years of progressive accounting and financial management experience, preferably in a nonprofit or association setting.
• Strong understanding of GAAP (Generally Accepted Accounting Principles) and nonprofit financial reporting requirements.
• Experience with 501(c)(6) or 501(c)(3) organizations, including familiarity with nonprofit tax filings (Form 990).
• Proficiency in financial software and ERP systems (e.g., QuickBooks, Sage Intacct, NetSuite, or similar).
• Experience in budgeting, forecasting, and financial analysis, with the ability to create trends reports and dashboards for leadership.
• Hands-on experience with annual audits, working directly with external auditors and tax accountants.
• Knowledge of payroll processing, including multi-state payroll tax compliance.
• Familiarity with investment management and retirement account administration.
• Experience in working with executive teams, finance committees, and board members.
• Excellent communication, analytical, and problem-solving skills