Description
At Adopt-A-Family of the Palm Beaches, we believe every family deserves stability, dignity, and the opportunity to thrive. For more than four decades, we’ve worked to strengthen our community by providing housing, support, and hope to families experiencing or at risk of homelessness. When you join our team, you become part of a mission-driven organization that shows up every day to help families build brighter, more secure futures.
JOB OVERVIEW
The Accounting Specialist supports the Finance team by processing vendor payments, maintaining accurate documentation, and ensuring timely and compliant accounts payable activity. The role reviews invoices, verifies coding and authorization, prepares payment batches, and assists with vendor and grant related financial tracking.
This position contributes to reliable financial reporting through schedule maintenance, reconciliations, and preparation of correcting entries. The Accounting Specialist collaborates closely with the Accounting Manager, Staff Accountant, CFOO, and program staff to support audits, grant billing documentation, and cross department financial needs. Strong attention to detail, organization, and a commitment to learning are essential to supporting the accuracy and efficiency of the Finance department.
ESSENTIAL FUNCTIONS
Invoice & Payment Processing
- Review all check and payment requests for proper authorization, signatures, funding source, and supporting documentation
- Ensure expenses are allowable under agency, program, and grant guidelines
- Assign correct general ledger (GL), program, sub-program, and client code
- Create Accounts Payable (AP) batches in accounting system from approved invoices and check requests
- Present AP batches for review and approval to the Accounting Manager or Staff Accountant; obtain final approval from the CEO or designated staff and respective Board Member
- Print checks and coordinate Board of Director (BOD) signatures, as applicable, including dual signature for checks of $2,500.00 or more
- Scan signed checks and manage distribution (mailing or retention for pickup), per instructions
- Ensure ACH/EFT payments are processed accurately
- Return all voided or spoiled checks to the Staff Accountant
- File copies of checks and supporting documentation in appropriate vendor or grant file
- Retrieve cancelled check copies from online banking for billing and audit purposes
- Courteously respond to payment inquiries from vendors, landlords, and internal staff
Grant & Event Register Support
- Enter invoice and payment data into Grant Register
- Monitor and verify grant balances are sufficient to cover requested expenses; notify Staff Accountant and Accounting Manager low remaining funds
- Assist Staff Accountant with monthly reconciliation of Grant Registers
- In collaboration with the Finance team, compile, reconcile and review monthly grant reimbursement billings and expenditures; prepare supporting documentation for CFOO review and CEO approval
- Investigate discrepancies between registers and GL detail
- Prepare correcting entries for CFOO to review, then posting
- Review grants terms to ensure proper segregation of allowable and unallowable costs
- Prepare the Grants Register and its reconciliation to the general ledger for final review by the Accounting Manager
Vendor & Documentation Management
- Obtain required vendor documentation and submit to Staff Accountant for Vendor Master File maintenance
- Administer the agency's Accounts Payable email account
- Maintain W-9 folder for accurate issuance of MISC 1099 forms
- Maintain monthly AP billing schedule to ensure timely receipt, authorization and payment of invoices
Schedule Maintenance & Reconciliation
- Maintain Excel schedules for Rent, Escrow, Security Deposit, and Tuition
- Collaborate with Program Managers and CFOO to keep schedules accurate and current
- Perform monthly reconciliations of Rental Income, Escrow, Security Deposit, and Tuition
- Investigate discrepancies between schedules and GL details; prepare correcting entries for Accounting Manager to review and post
- Analyze and reconcile balance sheet accounts monthly
- Reconcile accounting system with the development database monthly
Cross-Functional Collaboration
- Collaborate with Staff Accountant on credit card receipts, GL coding, and authorization tracking
- Assist with all Department projects, as assigned, including grant and financial statement audits
- Assist CFOO and Accounting Manager as necessary
- Assist Special Events team as necessary
- All other duties as assigned
Training and Development
- Participate actively in all agency staff meetings, team meetings and collaborative projects to support organizational goals and build professional skills
- Understand and follow clearly defined roles, responsibilities, and performance expectations to contribute effectively to departmental success
- Take initiative in learning new tasks and responsibilities that support team operations and build confidence in independent work
- Seek out opportunities for coaching, mentorship, and constructive feedback to support personal growth and career development
- Participate in professional development opportunities such as webinars, certifications, or cross-training within the organization
Requirements
Education & Certification
- Associate’s degree in Accounting, Business Management, Finance or related field required; Bachelor’s degree preferred
- May substitute 60 semester hours with relevant coursework in finance, accounting, or business math, combined with required experience
Experience
- One year of experience in accounting
Technical Proficiency
- Proficient in Microsoft Office Suite including Word, Excel (advanced), Outlook and SharePoint
- Skilled in specialized accounting software (experience with MIP and Ramp a plus)
- Ability to learn and master multiple software applications quickly
Communications
- Excellent written and oral communication skills
- Ability to establish and maintain effective working relationships
- Ability to communicate financial information clearly across teams
Professional Initiative
- Ability to maintain confidentiality, integrity and dependability
- Strong attention to detail and accuracy
- Excellent organization and analytical skills
- Ability to handle multiple assignments, prioritize tasks, and meet deadlines
- Adaptability to change and evolving responsibilities
Working Conditions
- Work is performed in standard office environment
- Hybrid work schedule eligibility may be considered following a 90-day probationary period and subject to supervisor approval
- Position involves prolonged periods of computer use and sedentary work sitting at a computer
Physical Requirements
- Prolonged periods of sitting
- Able to bend and lift over your head
- Able to lift a minimum of 25 pounds
Our Benefits Package
At Adopt-A-Family of the Palm Beaches, we believe that taking care of our team allows them to take care of the community we serve. We offer a strong, comprehensive benefits package designed to support the well-being, stability, and growth of every employee. Our benefits include:
- Health, Dental, and Vision Insurance
- Generous Paid Time Off, including vacation, sick leave, and paid holidays
- Retirement Plan Options with employer match
- Employee Assistance Program (EAP) for confidential counseling and support
- Professional Development Opportunities to help you grow in your career
- Flexible Work Schedules for eligible positions
- Mileage or Travel Reimbursement for approved work-related travel
- Additional wellness, recognition, or mission-specific perks depending on role
Our Culture & Values
At Adopt-A-Family of the Palm Beaches, our culture is rooted in compassion, dignity, and an unwavering belief in the potential of every family we serve. We show up each day with purpose — to provide stability, hope, and opportunity to families experiencing or at risk of homelessness — and we support one another with the same care we extend to our community.
We value collaboration and teamwork, knowing that meaningful change happens when people work together. Our staff bring diverse perspectives, talents, and lived experiences, and we honor that diversity as a source of strength. We foster an environment where every voice is respected, ideas are welcomed, and learning is continuous.
Integrity guides our decisions, accountability shapes our actions, and empathy fuels our mission. Whether we are working directly with families, supporting programs behind the scenes, or strengthening partnerships across the community, we lead with heart and professionalism. When you join our team, you become part of a supportive, mission-driven organization that believes in lifting families up — and lifting each other up along the way.
Adopt-A-Family of the Palm Beaches is an Equal Opportunity Employer committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, or any other characteristic protected by law.
Employment with Adopt-A-Family of the Palm Beaches is at-will. This means that either the employee or the organization may end the employment relationship at any time and for any lawful reason.
All offers of employment are contingent upon the successful completion of required background screenings. This may include verification of employment and education history, reference checks, criminal background checks and a review of credit history as permitted by appliable law. Certain positions within our organization require a Florida Level II Background Check, including fingerprinting and screening through state and federal databases, in accordance with Florida Statute 435.04. All screenings are conducted in accordance with federal, state, and local regulations, and results are kept strictly confidential. Applicants who do not meet the screening requirements may be disqualified from employment.
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By applying, you affirm that all information provided is true, complete, and accurate. Any false, misleading, or omitted information may result in disqualification from consideration or termination of employment.
Adopt-A-Family of the Palm Beaches maintains a drug-free workplace. Candidates may be required to complete pre-employment drug testing in accordance with applicable laws and organizational policy.
