Accounting and Finance Contractor

Engagement Overview

The Accounting and Finance Contractor will provide transactional, documentation, and reporting support to the organization’s accounting and finance function. The Contractor will perform defined accounting and financial operations tasks to support accurate financial records, month-end close activities, grant administration, and audit preparation.

The Contractor will work approximately 40 hours a week and be proximate to Washington, DC Metro Area, such that they can go into the office once a week. They will work most closely with the Senior Manager, Accounting Operations, the Senior Manager, Finance, Planning, and Analysis, and the CFO. 

Scope of Services

1. Transaction Processing Support

The Contractor will provide support for routine financial transaction processing, including:

• Processing expense reports and reimbursement documentation.
• Coding and entering vendor invoices into the financial system.
• Recording cash receipts and preparing deposit documentation.
• Performing data entry related to financial transactions, including in Sage Intacct.
• Scanning, uploading, and organizing receipts, invoices, and supporting documentation.
• Maintaining organized electronic backup for financial transactions.

2. Reconciliation & Close Support

The Contractor will support reconciliation and close-related activities, including:

• Reconciling bank transaction activity and supporting statement reviews.
• Gathering and organizing credit card statements and receipts.
• Maintaining prepaid expense and accrual tracking schedules.
• Pulling reports from financial systems to support reconciliations.
• Organizing documentation required for month-end close.
• Tracking outstanding items on aging and reconciliation reports.
• Supporting data gathering for account reconciliation processes.

3. Grant Administration Support

The Contractor will proactively provide administrative and tracking support for grant-related financial activities, including:

• Tracking grant expenditures against approved budgets.
• Maintaining grant compliance documentation and supporting records.
• Monitoring grant spending timelines and restrictions.
• Assisting with grant allocation tracking.
• Pulling financial reports to support grant reporting and submissions.

4. Audit & Control Support

The Contractor will support proactively audit preparation and internal control documentation, including:

• Gathering and organizing audit documentation and transaction backup.
• Organizing files in response to auditor requests.
• Pulling historical transactions and financial reports.
• Creating and maintaining audit document indexes.
• Assisting with PBC (Prepared By Client) documentation preparation.
• Supporting maintenance of internal control documentation and evidence.

5. Financial Analysis & Reporting Support

The Contractor will proactively support financial analysis and reporting activities, including:

• Pulling financial data and preparing basic financial reports.
• Assisting with budget vs. actual report preparation.
• Creating charts, tables, and visualizations for internal and Board materials.
• Maintaining financial dashboards and trackers.
• Supporting ad hoc financial analysis requests.
• Performing data quality checks and validation.

6. Administrative & Systems Support

The Contractor will proactively provide administrative support related to finance operations, including:

• Maintaining organized electronic filing systems.
• Supporting vendor onboarding documentation and vendor file maintenance.
• Assisting with updates to process documentation and checklists.
• Cross-training across accounting and finance processes to provide continuity.
• Providing coverage support during peak workload periods as needed.