Staff Accountant

Summary: The Staff Accountant is responsible for end-to-end accounts receivable and payable processing for five related nonprofit entities. This role plays a critical part in ensuring the integrity of financial operations through accurate transaction processing, effective communication with internal and external stakeholders, and adherence to internal controls. Reporting to the Senior Accountant, this position supports audit preparation and may assist with select month-end close activities, system improvements, and financial documentation efforts.

Scope of Responsibilities:

• Responsible for timely and accurate processing of accounts receivable and payable across five related entities, ensuring compliance with internal controls and external audit standards.
• Responsible for preparation of annual Charter Fee Dues, CCC Invoices, ELC Dues Invoices, various non-dues revenue invoices, monitor and track collections and follow up on invoices not paid.
• Responsible for processing all accounts payable functions for 5 related entities.
• Ensures proper documentation and adherence to internal controls in all A/P and A/R transactions.
• Assists in identifying and implementing process improvements to support audit readiness and reduce errors.
• Maintains accurate records in accounting platforms (BILL, Concur) and membership database (Fonteva/AMS).
• Supports system migrations, upgrades, or automation efforts as needed.

Duties:

Accounts Receivable (AR) function:

• Deposit and post cash receipts into Fonteva (Association Management System) weekly for the Convention, Conferences, other meetings, Charter Fees, affinity revenue and miscellaneous receivables.
• Organize and execute efforts for accounts receivable collections via telephone contact and/or email correspondence.
• Prepare annual Charter Fee (including Greater Florida and El Paso), CCC, ELC and CAF Invoices, monitor and track collections and follow up on invoices not paid.
• Prepare non-dues revenue (Capstone Agreement, sponsorship, advocacy software, other) invoices, monitor and track collections and follow up on invoices not paid.
• Collaborate with chapters, program leads, and vendors to resolve discrepancies, improve billing accuracy, and ensure timely payments.
• Escalate unresolved issues and aging receivables to the Controller or Senior Accountant with proposed resolution steps.
• Complete new vendor applications and provide AGC’s form W-9.
• Upload invoices to supplier portals if necessary.

Accounts Payable (AP) function:

• Set up new vendors and obtain necessary form W-9.
• Process all vendor invoices for expenses using BILL which includes verifying accuracy and approval workflow.
• Process all employee expenses reports using Concur which includes verifying accuracy.
• Process repetitive invoices.
• Respond to vendor inquiries regarding past due balances, etc.
• Complete hotel credit card authorization forms for appropriate staff.
• Prepare monthly journal entries for AGC. Records inter-company payable journal entries for AGC, AGC Education & Research Foundation, and CCC only if deposited into AGC.
• Prepare annual 1099 forms for all entities.

Financial function:

• Assist in audit schedule preparation and provide supporting documents.

Other functions:

• Other job-related duties as assigned.

Requirements

• Minimum of 2 years of hands-on accounting experience, preferably in a nonprofit or multi-entity environment
• Bachelor’s degree in Accounting, Finance, or related field preferred; equivalent experience considered
• Solid understanding of accounting and bookkeeping principles, including GAAP and nonprofit standards
• Proficiency with accounts payable and receivable functions, including invoice processing, reconciliations, and vendor/customer communications
• Experience using accounting platforms such as BILL and Concur preferred; familiarity with Fonteva or similar AMS is a plus
• Proficiency in Microsoft Excel and the full Microsoft Office suite required
• Strong organizational and time management skills with the ability to manage multiple tasks and meet deadlines required
• Must be able to work independently with minimal supervision and collaboratively as part of a team
• Effective written and verbal communication skills required