Staff Accountant

The Staff Accountant is the hands-on operations seat in the accounting department, responsible for daily cash operations and subsidiary-ledger posting for the company and its related legal entities. Transaction intake, document verification, and bank-instruction verification are handled by the operations team outside accounting. Reporting to the Controller, the Staff Accountant deposits logged checks, posts incoming funds and approved disbursements in the company's operating system, applies customer payments, prepares release schedules and internal transfer requests, prepares recurring partner and investor reporting, and handles customer service and affiliate invoicing. In keeping with separation of duties, the Staff Accountant does not approve disbursements or releases, does not execute wires, ACHs, or transfers, does not receive or log incoming checks (the front desk does), does not post journal entries to the general ledger, and does not perform the primary bank, operating-system, or general ledger reconciliations (the Senior Accountant does); any light reconciliation of select accounts assigned by the Controller is reviewed by the Senior Accountant.

Incoming Funds & Cash Application

• Deposit checks logged by the front desk the same business day and record the deposit detail in the operating system for the Senior Accountant.
• Post incoming funds (deposited checks and electronic receipts identified by the Controller) in the operating system the same day.
• Apply each payment to the correct customer and invoice in the operating system the same day; flag short pays, overpayments, disputes, and unapplied cash to the Controller for review.
• Maintain the cash application log and an accurate accounts receivable aging; escalate at-risk accounts to the Controller and leadership.
• Draft and send payment reminders and payment-instruction verification requests to customers; follow up on past-due items.

System Posting, Releases & Transfers

• Post each approved disbursement and applicable fees in the operating system the same day, from the package approved by the Controller and the daily payment report received from the operations team.
• Prepare the release schedule, with supporting calculations, for the Controller's approval; post approved releases in the operating system once the Controller confirms execution, and confirm to the customer.
• Tee up internal transfer requests identified by the Controller, with amount, accounts, and purpose documented for approval and dual-control execution.
• Never approve or execute a disbursement, release, or transfer.

Customer Service, Reporting & Documentation

• Serve as the day-to-day contact for accounting-related questions; respond the same business day or escalate to the Controller.
• Maintain complete customer accounting files, including agreements, notices, waivers, and transaction history, in the operating system and document management system.
• Prepare the monthly close-out and recurring partner, investor, and note-holder reporting, plus customer activity reports as requested by the Controller, for review by the Senior Accountant.
• Create and send invoices for affiliated entities from approved billing information, maintain the aging report, and follow up on past-due invoices; escalate accounts past 60 days to the Controller.

Accounting Support

• Enter and file vendor invoices in QuickBooks and prepare the payables report for the Controller's review and payment.
• Maintain vendor files, W-9s, and 1099 data; assemble year-end 1099 information for the Controller.
• Download monthly bank statements for all company accounts and file them in the document management system; perform light reconciliation of select low-activity bank accounts as assigned by the Controller, for the Senior Accountant's review.
• Keep accounting records organized and filed in the document management system.
• Keep customer, vendor, and company information confidential.

Team

• Cross-train with the Controller's backup on system posting and cash application so same-day posting continues during absences, without taking on approval, execution, general ledger posting, or reconciliation duties.
• Recommend improvements to the cash and disbursement processes and assist the Controller with special projects.

Position Expectations

• Bachelor's degree in Accounting, or actively working toward an associate's or bachelor's degree in Accounting.
• 1–3 years of experience in accounts receivable, cash application, or accounting operations, ideally for multiple legal entities.
• Proficiency in QuickBooks Desktop, Excel, Word, and web-based operating platforms, or the aptitude to learn them quickly with training.
• Experience in financial services, specialty finance, or construction billing preferred.
• Accurate, organized, and service-minded, with professional written and verbal communication.