GENERAL STATEMENT OF RESPONSIBILITIES
The Elizabeth River Project is a mission-driven nonprofit dedicated to restoring the health and resilience of the Elizabeth River and its surrounding watershed. Through science-based restoration, community partnerships, and innovative education, we work to bring back thriving habitats, support climate resilience, and inspire people to connect with their river.
The Accounting & Grant Coordinator supports the Finance Department by coordinating grant administration, performing routine accounting and recordkeeping functions, and providing administrative support for grant-funded programs. The position serves as the primary finance liaison to the Education Department, helping ensure accurate grant tracking, financial reporting, policy and funder compliance, and timely reimbursement requests.
ESSENTIAL JOB FUNCTIONS
Accounting & Administrative
- Processes and records routine financial transactions in QuickBooks Online, including invoices, bills, and credit card expenses. Applies the appropriate account and class codes to the respective grants, contracts, and programs while maintaining complete supporting documentation.
- Supports organization-wide accounts receivable and accounts payable processes by preparing invoices, monitoring outstanding balances, maintaining vendor records, organizing approvals, entering assigned transactions, and helping resolve discrepancies. This position does not authorize payments.
- Supports the credit card purchase cycle by collecting receipts and approvals, entering charges, and following up on missing documentation.
- Assists with the annual budget, financial statement audit, Form 990, Form 5500, W-2s, 1099s, and other special projects.
- Maintains organized financial records and promptly communicates discrepancies, unusual transactions, missing documentation, approaching deadlines, and other concerns to finance leadership.
- Performs other duties as assigned.
Education Department Liaison
Provides bookkeeping, reporting, coordination, and administrative support to help the Education Department manage multiple grants and contracts while maintaining smooth accounting processes, policy compliance, and grant compliance.
Grant Tracking & Grant Application Support
- Maintains a current list of Education Department projects, grants, and contracts, including status, deliverables, billing schedules, and reporting deadlines.
- Provides administrative and documentation support for payroll, including tracking time for grants for all Education staff members.
- Prepares invoices and supporting documentation for the Education Department. Ensure completeness, appropriate coding, and consistency with the applicable grant scope and budget. Coordinates with staff to resolve missing or inconsistent information.
- Coordinates regular budget review meetings with program managers to review grant expenditures, projected spending, budget modifications, and potential over or underspending.
- Assists project and program managers with project cost estimates, budgets for grant proposals, research on current staff costs, and estimates of the cost to complete proposed deliverables.
- Prepares and submits timely and accurate payment requests to key funders for each active grant and contract in accordance with funder requirements and established schedules.
- Supports the responsible grant manager in preparing interim and annual grant reports by providing updated budget information, expenditure reports, financial reconciliations, and other required financial documentation. Assists with report submission in accordance with funder deadlines.
REQUIRED KNOWLEDGE
- Accounting principles: Working knowledge of basic general ledger accounting, account reconciliations, and generally accepted accounting principles. Familiarity with nonprofit fund accounting and grant administration is preferred.
- Organizational understanding: Ability to learn the organization’s funding sources, budget structure, chart of accounts, classes, grants, contracts, and programs as they relate to assigned duties.
- Technology: Proficiency with Microsoft 365 and comfort using a 10-key or expanded numeric keyboard. Experience with QuickBooks Online and donor database software is preferred.
- Internal controls: Basic understanding of documentation, review, approval, confidentiality, and segregation-of-duties requirements in financial processes.
REQUIRED SKILLS
- Accuracy and attention to detail: Reviews work carefully, maintains complete documentation, and identifies inconsistencies before work is submitted for review.
- Organization and coordination: Plans and prioritizes routine work, manages multiple deadlines, follows established procedures, and communicates promptly when additional guidance is needed.
- Accounting and data entry: Enters financial and donor information accurately and efficiently and applies basic accounting procedures to assigned responsibilities.
- Problem-solving: Uses sound judgment to research routine discrepancies, identifies unusual circumstances, and seeks guidance before making non-routine corrections.
- Interpersonal relationships: Develops cooperative and professional relationships with staff across departments and responds to questions and requests with tact and courtesy.
REQUIRED ABILITIES
- Communication: Communicates clearly in writing and conversation, listens carefully, and handles financial, payroll, employee, and donor information with discretion.
- Independent work: Completes recurring assignments with limited supervision while recognizing when review, approval, or additional direction is required.
- Adaptability: Learns new systems and procedures and adjusts effectively as organizational needs and financial processes evolve.
- Service orientation: Provides timely, respectful, and solutions-focused support to colleagues while maintaining accounting standards and internal controls.
EDUCATION AND EXPERIENCE
- An associate degree in accounting, finance, business administration, or related field is preferred. Relevant coursework, certification, or an equivalent combination of education and experience will be considered.
- At least two years of experience in accounting, bookkeeping, finance, database administration, or a related administrative role is preferred.
- Experience with nonprofit accounting, QuickBooks Online, donor databases, or grant-funded organizations is a plus.
ADDITIONAL REQUIREMENTS
- An acceptable general background check to include a criminal history check.
- Valid driver’s license, clean driving record, and reliable personal transportation.
PHYSICAL REQUIREMENTS
- Requires the ability to exert light physical effort in sedentary to light work.
- Some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5 to 20 pounds).
- Tasks may involve extended periods at a computer or workstation.
SENSORY REQUIREMENTS
- Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
- Some tasks require the ability to communicate orally.
POSITION PARAMETERS
Reports to: Director of Finance
This is a full-time, hourly position for 30 hours a week with a comprehensive benefits package. The salary range for this position is $22 – $25/hr, commensurate with experience.
HOW TO APPLY: Please email a resume to Jaye Farrell, at jfarrell@elizabethriver.org.