Staff Accountant

Full Job Description

Brooklyn Waldorf School seeks a detail-oriented and experienced Staff Accountant to support the School's daily accounting operations, financial reporting, reconciliations, and audit preparation.

Reporting directly to the Head of Finance & Operations, the Staff Accountant will be responsible for maintaining accurate financial records, preparing monthly accounting reconciliations, and supporting the preparation of financial statements and budget reports.

The Staff Accountant will work closely with the Accounts Payable/HR Coordinator to ensure accounting transactions are accurately recorded, properly supported, and reconciled.

The ideal candidate is a hands-on accounting professional with strong technical skills, excellent attention to detail, and the ability to work independently while collaborating with the Finance & Operations team.

Key Responsibilities

1. General Accounting & Financial Reporting

• Maintain accurate general ledger records in QuickBooks Online in accordance with Generally Accepted Accounting Principles (GAAP).
• Prepare monthly journal entries, accruals, prepaid expenses, and other accounting adjustments.
• Perform monthly bank, credit card, investment, and balance sheet reconciliations in partnership with the Accounts Payable Coordinator.
• Support monthly and annual closing processes, ensuring accurate and timely financial reporting.
• Prepare monthly financial statements and supporting schedules for review by the Head of Finance & Operations.
• Investigate accounting discrepancies, recommend corrections, and maintain appropriate supporting documentation.

2. Accounts Payable Collaboration

• Partner with the Accounts Payable Coordinator to ensure accurate recording and classification of expenses and vendor transactions.
• Reconcile accounts payable balances to the general ledger and review AP aging reports.
• Assist in resolving vendor discrepancies, duplicate payments, and accounting issues.
• Coordinate with the AP/HR Coordinator to ensure timely completion of month-end accounting requirements.

This position does not have supervisory responsibilities or authority to approve vendor payments.

3. Tuition Revenue & Accounts Receivable

• Reconcile tuition billing, payments, financial aid adjustments, and credits between FACTS and QuickBooks Online.
• Prepare monthly accounts receivable aging reports and reconcile outstanding balances.
• Review tuition revenue recognition, deferred revenue, and payment plan activity for accuracy.
• Collaborate with the Registrar, Enrollment team, and Head of Finance & Operations to resolve billing discrepancies.
• Reconcile revenue from after-school programs, facility rentals, donations, grants, and other School activities.

4. Payroll Accounting

• Reconcile ADP payroll records with QuickBooks Online, including payroll expenses, liabilities, benefits, retirement contributions, and employee deductions.
• Prepare payroll-related journal entries and investigate discrepancies.
• Coordinate with the AP/HR Coordinator and external HR/payroll provider to ensure accurate payroll accounting.

5. Audit & Compliance Support

• Prepare financial schedules, reconciliations, and supporting documentation for the annual audit.
• Assist with external auditor requests in coordination with the Head of Finance & Operations.
• Support preparation of annual Forms 1099, Form 990 schedules, and insurance audit documentation.
• Maintain accurate records of restricted and unrestricted contributions and related financial activity.

6. Budget Support & Accounting Process Improvements

• Prepare monthly budget-to-actual and departmental expense reports, highlighting significant variances.
• Assist the Head of Finance & Operations with annual budget preparation, cash flow forecasting, and financial analysis.
• Maintain accurate accounting records across QuickBooks Online, FACTS, ADP, Stripe, and other financial systems.
• Identify opportunities to strengthen accounting controls, streamline reconciliations, and improve reporting accuracy.
• Document accounting procedures and maintain organized financial records in School-controlled systems.

Requirements

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent relevant experience.
• Minimum of 3–5 years of accounting experience.
• Strong knowledge of general ledger accounting, journal entries, reconciliations, and accrual accounting.
• Experience preparing monthly financial statements and supporting schedules.
• Proficiency in QuickBooks Online and Microsoft Excel or Google Sheets.
• Strong analytical, organizational, and problem-solving skills.
• Ability to independently identify and resolve accounting discrepancies.
• Excellent attention to detail and commitment to accuracy.
• Strong interpersonal skills and ability to work collaboratively with colleagues.

Preferred

• Experience in nonprofit accounting or independent school finance.
• Knowledge of tuition billing systems such as FACTS.
• Experience with financial audits and preparation of audit schedules.
• Familiarity with ADP payroll accounting.
• Understanding of restricted contributions and nonprofit financial reporting.

Qualifications And Requirements

Associate

Associate