Finance Contractor – Accounting Support

Finance Contractor – Accounting Support

Client: Coleridge Initiative
Department: Finance
Reports to: Accounting Manager
Location: Remote

Start Date: immediately

Length - 2 months with possible extension 

Rate:  $35/hour

1. Background

Coleridge is building the nation’s data infrastructure, analytical tools, and public-sector capacity so governments can harness administrative data to make more informed decisions and accelerate impact.

The Finance department plays an essential role in ensuring the organization meets its long-term financial goals and objectives. Finance’s mission is to accurately record, analyze, and report financial information, provide timely and reliable data to support strategic decision-making, while ensuring compliance with regulations and safeguarding the organization’s assets. Responsibilities within Finance are split between the FP&A and Accounting units.

2. Scope of Services

The contractor will provide accounting and financial operations support to the Finance team. Services include supporting day-to-day accounting processes, assisting with payroll administration, maintaining accurate financial records, and contributing to monthly close activities.

The contractor will work closely with the Accounting Manager and other members of the Finance team to ensure accurate transaction processing, organized documentation, and compliance with established financial procedures.

3. Services and Responsibilities

Accounts Payable & Accounts Receivable Support

• Record and code accounts payable transactions in QuickBooks Online, ensuring invoices, receipts, and reimbursements are complete, properly approved, and accurately coded.
• Process vendor payments through Bill.com and maintain supporting documentation.
• Reconcile Bill.com activity to QuickBooks Online monthly.
• Prepare and issue customer invoices and maintain accounts receivable schedules.
• Track incoming payments and assist with receivable monitoring.
• Review vendor expenditures for appropriate classification, including identification of prepaid expenses.
• Maintain vendor records and documentation.
• Maintain contractor expense logs and monthly reporting.
• Maintain invoicing and deliverable tracking schedules related to grants and contracts.

Payroll, Benefits, Allocations & Compliance

• Prepare and initiate payroll processing in coordination with the payroll provider and Human Resources.
• Support payroll reconciliations and documentation.
• Assist with payroll allocations across projects and funding sources.
• Prepare IT allocations across grants and projects to support cost distribution.
• Process retirement and HSA contributions.
• Support workers’ compensation reporting.
• Assist with management of payroll tax accounts and coordination of quarterly and annual filings.
• Maintain state tax exemption certificates.
• Assist with annual retirement plan reconciliations.
• Support staff with timesheet entries in BigTime and ensure accurate allocation of hours across grants and contracts.

Credit Card & Expense Management

• Administer Brex credit card processes including receipt compliance and transaction coding.
• Run missing-receipt reports and maintain receipt tracking.
• Update QuickBooks Online with supporting receipts and documentation.
• Serve as a point of contact for employee reimbursements including travel, office supplies, and professional development expenses.

Monthly Close & Financial Reporting Support

• Support key components of the monthly close process including reconciliation of accounts such as AR, AP, prepaid expenses, and accrued liabilities.
• Prepare routine journal entries including accruals, prepaid adjustments, and reclassifications.
• Assist with financial reporting support and variance analysis preparation.
• Ensure invoices received before month-end cutoff are entered or accrued appropriately.
• Maintain organized digital financial records to support audits and grant reporting.
• Monitor contract end dates in Airtable and assist with grant and contract closeout processes.

Financial Administration & Compliance

• Maintain organized digital filing systems for financial documentation.
• Follow established policies and procedures and support compliance with internal controls and accounting standards.
• Assist the Finance team with documentation required for external audits and financial reporting.

4. Deliverables

• Accurate and timely entry of financial transactions.
• Maintenance of accounts payable and receivable records.
• Timely payroll preparation and supporting documentation.
• Monthly reconciliations and supporting schedules.
• Organized financial documentation suitable for audit review.
• Updated tracking of invoices, contracts, and grant deliverables.

5. Qualifications

• Minimum three years of accounting or bookkeeping experience or equivalent combination of education and experience.
• Experience supporting nonprofit accounting operations.
• Proficiency with QuickBooks Online and accounts payable/receivable workflows.
• Experience with payroll systems such as ADP or Paychex.
• Familiarity with time-tracking systems such as BigTime or similar platforms.
• Strong Excel skills including pivot tables and reconciliation techniques.
• Strong organizational skills, attention to detail, and ability to manage multiple deadlines in a remote work environment.
• Ability to work independently and resolve routine accounting issues with minimal supervision.