Coleridge Initiative

Financial Planning and Analysis

• The contractor will provide accounting and financial operations support to the Finance team.
• Services include supporting day-to-day accounting processes, assisting with payroll administration, maintaining accurate financial records, and contributing to monthly close activities.
• The contractor will work closely with the Accounting Manager and other members of the Finance team to ensure accurate transaction processing, organized documentation, and compliance with established financial procedures.
• Record and code accounts payable transactions in QuickBooks Online, ensuring invoices, receipts, and reimbursements are complete, properly approved, and accurately coded.
• Process vendor payments through Bill.com and maintain supporting documentation.
• Reconcile Bill.com activity to QuickBooks Online monthly.
• Prepare and issue customer invoices and maintain accounts receivable schedules.
• Track incoming payments and assist with receivable monitoring.
• Review vendor expenditures for appropriate classification, including identification of prepaid expenses.
• Maintain vendor records and documentation.
• Maintain contractor expense logs and monthly reporting.
• Maintain invoicing and deliverable tracking schedules related to grants and contracts.
• Prepare and initiate payroll processing in coordination with the payroll provider and Human Resources.
• Support payroll reconciliations and documentation.
• Assist with payroll allocations across projects and funding sources.
• Prepare IT allocations across grants and projects to support cost distribution.
• Process retirement and HSA contributions.
• Support workers’ compensation reporting.
• Assist with management of payroll tax accounts and coordination of quarterly and annual filings.
• Maintain state tax exemption certificates.
• Assist with annual retirement plan reconciliations.
• Support staff with timesheet entries in BigTime and ensure accurate allocation of hours across grants and contracts.
• Administer Brex credit card processes including receipt compliance and transaction coding.
• Run missing-receipt reports and maintain receipt tracking.
• Update QuickBooks Online with supporting receipts and documentation.
• Serve as a point of contact for employee reimbursements including travel, office supplies, and professional development expenses.
• Support key components of the monthly close process including reconciliation of accounts such as AR, AP, prepaid expenses, and accrued liabilities.
• Prepare routine journal entries including accruals, prepaid adjustments, and reclassifications.
• Assist with financial reporting support and variance analysis preparation.
• Ensure invoices received before month-end cutoff are entered or accrued appropriately.
• Maintain organized digital financial records to support audits and grant reporting.
• Monitor contract end dates in Airtable and assist with grant and contract closeout processes.
• Maintain organized digital filing systems for financial documentation.
• Follow established policies and procedures and support compliance with internal controls and accounting standards.
• Assist the Finance team with documentation required for external audits and financial reporting.

Finance Contractor – Accounting Support