Accounting and Finance Lead

Position Overview

The Accounting and Finance Lead plays a pivotal role in managing the day-to-day accounting and financial operations to ensure efficient, accurate, and compliant financial processes. Reporting directly to the Director of Finance, this position works closely with the Controller to support accounting operations, training, and internal controls.

The Accounting and Finance Lead is responsible for overseeing accounts payable, accounts receivable, invoicing, budgeting support, staff training, and process improvements. This role ensures the finance team functions smoothly, deadlines are met, and policies and procedures are followed, enabling the Director and Controller to focus on strategic financial leadership and compliance.

This is a full-time exempt position that is expected to work 40 hours per week, Monday through Friday 8 am to 5:00 pm. This position reports directly to the Director of Finance. The position is hybrid and expected to work from to the SE Stark Office or St Cloud office at least 3 days a week

Salary

$64,000 - $72,000

Benefits

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  Up to 16 days of accrued Paid Time Off per year 


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  Up to 40 hours of accrued sick leave per year


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  Up to 16 paid company holidays


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  Medical and Dental insurance with employee-only premiums covered 100% by CAIRO


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  Vision Insurance low-cost employee premium


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  401(k) plan with up to 3% employer match

Key Responsibilities

Accounting Operations & Financial Management

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  Manage the full monthly accounting cycle, including transaction clearing, reconciliations, and month-end close support


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  Clear and reconcile all bank accounts, deposits, donations, credit card activity, and funds received


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  Identify and process transactions requiring allocation or splits across programs, grants, or funding sources


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  Ensure accurate expense, grant, and contract coding in compliance with GAAP and funder requirements


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  Maintain balance sheet schedules, including prepaid expenses, deferred revenue, restricted funds, net assets, and gift cards


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  Maintain all accounting schedules


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  Support preparation of monthly financial reports, including budget-to-actual analyses
  
  
  

Accounts Payable, Accounts Receivable & Invoicing

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  Manage and support Accounts Payable and Accounts Receivable functions


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  Oversee invoice processing, vendor payments, credit card reviews, and reconciliations


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  Ensure bills and expenses are reviewed, approved, and properly coded


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  Monitor accounts receivable aging and follow up as needed


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  Conduct pre-invoicing reviews to ensure accuracy and allowability of expenses


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  Prepare, send, and reconcile monthly and quarterly invoices for grants and contracts


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  Ensure all invoicing deadlines are met


• Grant & Contract Accounting
  

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  Track grant and contract expenses monthly to ensure compliance with approved budgets


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  Reconcile grant activity monthly and clear internal balances as required


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  Recognize deferred revenue and release restricted revenue in accordance with grant terms


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  Conduct regular financial check-ins with program managers to review grant activity


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  Adjust cost allocations and remove unapproved transactions when necessary
  Prepare documentation and financial schedules for grant audits and funder reviews
  
  

Budget Development, Amendments & Monitoring

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  Support program managers and department leads with grant, program, and sponsorship budgets


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  Assist with budget development for applications and funding proposals


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  Ensure internal budget tracking aligns with final submitted budgets


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  Monitor budgets and support variance analysis


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  Prepare and submit budget amendments to funders as required


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  Coordinate with finance leadership on annual budget preparation
  
  
  

New Grant & Contract Setup

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  Establish financial and operational setup for new grants and contracts, including:
  
  
  
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    Creating internal tracking files and documentation
  
  
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    Developing internal budget worksheets
  
  
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    Entering grants and contracts into the accounting system
  
  
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    Creating customers, projects, or tracking structures as needed
    
    
  
  
  
  


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  Coordinate determination letters and compliance documentation with leadership


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  Ensure grants are integrated into timekeeping, requisition templates, and internal tracking tools
  

Internal Controls, Compliance & Audit Support

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  Establish, maintain, and monitor strong internal controls, including:
  
  
  
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    Segregation of duties
  
  
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    Requisition and purchase approval workflows
  
  
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    Expense review and compliance checks
  
  
  
  


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  Enforce adherence to organizational policies, accounting standards, and funder requirements


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  Support audit preparation by providing reconciliations, schedules, and documentation


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  Assist with compliance related to federal funding and audit requirements


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  Identify risks, control gaps, and opportunities for improvement
  
  

Process Improvement, Training & Leadership Support

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  Identify inefficiencies in finance operations and implement process improvements


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  Develop, document, and enforce Standard Operating Procedures (SOPs)


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  Train and onboard finance staff as needed


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  Train program managers on budgeting, invoicing, requisitions, and financial expectations


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  Track and manage key operational deadlines (month-end close, invoicing, reporting)


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  Serve as the primary finance operations lead in the absence of the Director of Finance


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  Communicate operational risks, issues, and improvement opportunities to leadership

Tax, Administrative & Operational Support

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  Prepare and distribute annual tax receipts


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  Manage preparation and issuance of annual information returns (e.g., 1099s)


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  Complete routine bank deposits and required financial forms, including ACH documentation
  
  
  

Qualifications

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  Bachelor’s degree in accounting, Finance, Business Administration, or related field.


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  3–5 years of accounting or finance experience, including lead or supervisory responsibilities


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  Strong knowledge of GAAP, internal controls, and budgeting


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  Advanced Excel or Google Sheets skills


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  Experience managing full accounting cycles, reconciliations, and financial schedules


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  High attention to detail with strong organizational and deadline management skills


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  Experience in a nonprofit or grant-funded environment


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  QuickBooks experience (highly preferred)


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  Experience supporting audits and funder compliance