Department:

Finance/Accounting Reports To:

Executive Director Location:

Berkeley, CA (Fully On-Site)

Supervisory Responsibility:

Staff of 2

Salary Range:

$98,000 − $102,000 Final compensation will depend on experience, internal equity, and budget. Position Summary The Nonprofit Accounting Supervisor performs day-to-day bookkeeping, payroll reporting and compliance, retirement plan administration, grant management and restricted fund tracking, audit preparation, and financial reporting within the Finance/Accounting Department. This position includes the supervision of up to three departmental staff and reports to the Executive Director. This position serves as one of the organization's 401(k) plan administrators. Key Responsibilities Bookkeeping & Financial Management Maintain complete and accurate general ledger in QuickBooks Online. Prepare monthly financial statements, supporting schedules, and journal entries, including allocations between programs and locations. Perform bank and account reconciliations. Assist with annual budget preparation and program budget reporting. Maintain depreciation schedule for fixed assets. Maintain grant and restricted fund tracking schedules. Assist with annual audit preparation and Form 990 filing, including workpapers and schedules. Use Excel to prepare financial reports, pivot tables, VLOOKUPs, and analysis. Collaborate with the AP/AR Team Member on accounts payable/receivable and provide backup support. Cross-train with the Accounting Specialist to ensure departmental coverage. Payroll Reporting & Compliance Partner with HR, which retains responsibility for processing payroll, to ensure payroll data is accurate and properly recorded. Review payroll processed by HR for GL coding, program/location allocations, and consistency with accounting policies. Prepare and post payroll journal entries in QuickBooks Online; reconcile payroll clearing, tax, benefits, and other liability accounts. Ensure payroll tax withholdings, benefits deductions, garnishments, and related liabilities are reported and recorded accurately. Prepare payroll-related reports for management, auditors, and grant/contract funders as needed. Support compliance with federal, state, and local payroll reporting requirements, including quarterly and annual filings and reports. Assist with payroll-related audit requests and maintain supporting documentation. Coordinate with HR on payroll changes, PTO accruals, benefits, and payroll-related accounting questions. Maintain confidentiality of payroll records. Use ADP Workforce Now to generate reports and verify payroll data. Retirement Plan Administration (401(k) Plan Administrator Designation) Serve as one of the organization's designated 401(k) plan administrators, with fiduciary responsibilities as defined by ERISA and the plan document. Ensure plan compliance with

ERISA, IRS, U.S.

Department of Labor (DOL), and plan document requirements. Coordinate with HR, ADP Workforce Now, the plan recordkeeper, investment vendor, auditor, and legal/tax advisors. Reconcile employee deferrals, employer match, loan repayments, and plan contributions; ensure timely funding and accurate general ledger posting. Oversee or support Form 5500 preparation, nondiscrimination testing, participant disclosures, annual audit, and required notices. Maintain plan records, contracts, audit workpapers, and documentation of plan administrator decisions. Coordinate enrollments, changes, distributions, loans, and beneficiary matters with HR. Monitor plan fees and service provider performance. Maintain confidentiality of retirement plan and participant data. General Compliance & Reporting Ensure compliance with GAAP and nonprofit accounting standards. Maintain internal controls and accounting policies. Prepare financial reports for grants and contracts, including Medi-Cal/government contracts, as applicable. Support program budgeting and financial analysis. Qualifications Excellent written and verbal communication skills, including the ability to clearly explain financial, payroll, and compliance information to non-financial colleagues, HR, the Executive Director, auditors, and funders. Strong interpersonal and collaborative skills, with the ability to work effectively with other accounting team members, HR, and organizational leadership. Bachelor's degree in Accounting, Finance, or related field; or equivalent combination of education and experience. 3-5 years of bookkeeping/accounting experience, preferably in a nonprofit setting. Advanced proficiency in QuickBooks Online and ADP Workforce Now. Strong knowledge of GAAP and fund accounting. Excellent Excel skills, including pivot tables, VLOOKUPs, and complex formulas. Detail-oriented, organized, and able to meet deadlines. Ability to handle sensitive financial, payroll, and retirement plan information with discretion. Preferred Qualifications Experience with Medi-Cal or government contracts. Knowledge of SUD treatment program funding. Nonprofit fund accounting experience.

Working Conditions:

This is a full-time, on-site position based at the Options Recovery Services Berkeley Annex. Regular attendance in the office is required five (5) days per week during normal business hours. The position requires prolonged periods of sitting, working at a computer, and using standard office equipment, including computers, printers, telephones, and calculators. Frequent use of computer software, accounting systems, payroll platforms, and Microsoft Office applications is required. The position must be able to concentrate on detailed financial data, meet strict deadlines, and manage multiple priorities in a fast-paced environment. Occasional lifting of files, office supplies, or records weighing up to 20 pounds may be required. Limited local travel may be required to attend meetings, training sessions, financial audits, banking institutions, or other organizational locations. The position requires maintaining strict confidentiality of financial, payroll, personnel, and organizational information and exercising sound judgment in handling sensitive matters. Evening or additional hours may occasionally be required during payroll processing, month-end and year-end close, annual audits, budget preparation, grant reporting deadlines, or other critical financial reporting periods. Physical Requirements Ability to sit for extended periods and use a computer. Occasional lifting of up to 20 pounds may be required

Pay:

$98,000.00 - $102,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid sick time Paid time off People with a criminal record are encouraged to apply Application Question(s): This is a fully on-site position in Berkeley, CA. Are you able and willing to work in the office five (5) days per week? Do you have at least 3-5 years of bookkeeping or accounting experience? This position requires advanced proficiency in QuickBooks Online. How many years of experience do you have using QuickBooks Online? This position requires advanced proficiency with ADP Workforce Now. How many years of experience do you have using ADP Workforce Now? This role supervises up to three staff members. Do you have previous experience supervising or leading an accounting team? Do you have experience with nonprofit fund accounting or grant management? Do you have experience preparing for and supporting annual financial audits? Have you ever served as a 401(k) plan administrator or been directly involved in 401(k) plan compliance and reporting (e.g., Form 5500, nondiscrimination testing)?

Work Location:

In person