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 exemopt and expected to work from to St Cloud office 5 days a week
Salary
$64,000 - $72,000
Benefits
Up to 16 days of accrued Paid Time Off per year
Up to 40 hours of accrued sick leave per year
Up to 16 paid company holidays
Medical and Dental insurance with employee-only premiums covered 100% by CAIRO
Vision Insurance low-cost employee premium
401(k) plan with up to 3% employer match
Key Responsibilities
Accounting Operations & Financial Management
Manage the full monthly accounting cycle, including transaction clearing, reconciliations, and month-end close support
Clear and reconcile all bank accounts, deposits, donations, credit card activity, and funds received
Identify and process transactions requiring allocation or splits across programs, grants, or funding sources
Ensure accurate expense, grant, and contract coding in compliance with GAAP and funder requirements
Maintain balance sheet schedules, including prepaid expenses, deferred revenue, restricted funds, net assets, and gift cards
Maintain all accounting schedules
Support preparation of monthly financial reports, including budget-to-actual analyses
Accounts Payable, Accounts Receivable & Invoicing
Manage and support Accounts Payable and Accounts Receivable functions
Oversee invoice processing, vendor payments, credit card reviews, and reconciliations
Ensure bills and expenses are reviewed, approved, and properly coded
Monitor accounts receivable aging and follow up as needed
Conduct pre-invoicing reviews to ensure accuracy and allowability of expenses
Prepare, send, and reconcile monthly and quarterly invoices for grants and contracts
Ensure all invoicing deadlines are met- Grant & Contract Accounting
Track grant and contract expenses monthly to ensure compliance with approved budgets
Reconcile grant activity monthly and clear internal balances as required
Recognize deferred revenue and release restricted revenue in accordance with grant terms
Conduct regular financial check-ins with program managers to review grant activity
Adjust cost allocations and remove unapproved transactions when necessary
Prepare documentation and financial schedules for grant audits and funder reviews
Budget Development, Amendments & Monitoring
Support program managers and department leads with grant, program, and sponsorship budgets
Assist with budget development for applications and funding proposals
Ensure internal budget tracking aligns with final submitted budgets
Monitor budgets and support variance analysis
Prepare and submit budget amendments to funders as required
Coordinate with finance leadership on annual budget preparation
New Grant & Contract Setup
Establish financial and operational setup for new grants and contracts, including:
Creating internal tracking files and documentation
Developing internal budget worksheets
Entering grants and contracts into the accounting system
Creating customers, projects, or tracking structures as needed
Coordinate determination letters and compliance documentation with leadership
Ensure grants are integrated into timekeeping, requisition templates, and internal tracking tools
Internal Controls, Compliance & Audit Support
Establish, maintain, and monitor strong internal controls, including:
Segregation of duties
Requisition and purchase approval workflows
Expense review and compliance checks
Enforce adherence to organizational policies, accounting standards, and funder requirements
Support audit preparation by providing reconciliations, schedules, and documentation
Assist with compliance related to federal funding and audit requirements
Identify risks, control gaps, and opportunities for improvement
Process Improvement, Training & Leadership Support
Identify inefficiencies in finance operations and implement process improvements
Develop, document, and enforce Standard Operating Procedures (SOPs)
Train and onboard finance staff as needed
Train program managers on budgeting, invoicing, requisitions, and financial expectations
Track and manage key operational deadlines (month-end close, invoicing, reporting)
Serve as the primary finance operations lead in the absence of the Director of Finance
Communicate operational risks, issues, and improvement opportunities to leadership
Tax, Administrative & Operational Support
Prepare and distribute annual tax receipts
Manage preparation and issuance of annual information returns (e.g., 1099s)
Complete routine bank deposits and required financial forms, including ACH documentation
Qualifications
Required
Bachelor’s degree in accounting, Finance, Business Administration, or related field.
3–5 years of accounting or finance experience, including lead or supervisory responsibilities
Strong knowledge of GAAP, internal controls, and budgeting
Advanced Excel or Google Sheets skills
Experience managing full accounting cycles, reconciliations, and financial schedules
High attention to detail with strong organizational and deadline management skills
Experience in a nonprofit or grant-funded environment
QuickBooks experience (highly preferred)
Experience supporting audits and funder compliance
