Accounting Manager

Accounting · Annapolis, Maryland
Department Accounting
Employment Type Full-Time

    The TRACE International, Inc. Accounting Manager is responsible for managing and overseeing all accounting and finance operations of our non-profit 501(c)(6) organization. This administrative position reports to the Director of Operations and will work directly and closely with the President and HR Manager.

    This position requires a high degree of professional discretion, the ability to work independently with minimal supervision, and the ability to exercise independent judgment regarding matters of significance. Accuracy is critical.  The Accounting Manager will serve as an integral member of the Operations team, assisting with management and general business operations, and will serve as TRACE’s  primary contact to the public and member companies with regard to accounting and invoicing matters. The Accounting Manager must be a self-starter with initiative, responsive, detail-oriented, and organized.

    Essential Functions: The Accounting Manager will be responsible for performing and managing the following general business areas in accordance with generally accepted accounting principles (GAAP) and current best practices (listed in no particular order, as they are all important). Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

    • Invoicing / Accounts Receivable –
      • Create and send new and renewal invoices (including through third party portals)
      • Manage the process of setting up TRACE as a new supplier in customer portals
      • Manage collections of past due payments
      • Deposit checks / process payments
      • Reporting
      • Research and troubleshoot any invoicing or payment-related issues; assess customers’ needs

    • Accounts Payable –
      • Ensure all vendors and consultants are timely paid in accordance with internal processes and procedures
      • Lead lease / operation expense audits
      • Manage Shared Services costs with related entities; develop and implement expense allocation processes and procedures in collaboration with your counterpart at these entities

    • General Ledger / Bookkeeping
      • Accurately maintain system of accounts / general ledger (currently, Quickbooks)
      • Manage fixed asset inventory; create system of related policies and procedures for tracking
      • timely and accurately journal / record all transactions and assets
      • Reconciliation of all accounts
      • Manage all month-end and year-end closing activities
      • Financial reporting / analysis

    • Tax / Compliance -
      • Oversee and lead the annual form 990 tax return process (i.e. produce financial statements and summaries and gather all requested items from outside CPA firm who prepares the filing), for presentation to President and Board for approval
      • Ensure compliance with all applicable accounting, tax, and finance-related laws and regulations (e.g. filings, state registrations, audits, reporting, etc.) to protect our non-profit status
      • Determine and execute the filing of all legally required state reports and registrations in each state where we have an employee
      • Develop and implement strategies, policies, processes, and procedures that work to minimize financial risk and internal controls
      • Recognize and escalate, as appropriate, any unusual payments or possible fraudulent activities

    • Manage Accounting-Related Vendor Relationships –
      • Select, manage, and asses the quality and value of services of third-party supporting accounting and finance-related vendors, as approved for use (e.g. CPA firms, payroll administrator, 401K recordkeeper and fiduciaries, investment advisors, auditors, etc.)

    • Payroll / Timekeeping / Expenses –
      • Oversee semi-monthly US-based payroll and payment of all legally required taxes and employee contributions
      • Manage TRACE’s employee time-keeping and expense reporting system (currently, ClickTime), including creating and implementing policies and procedures and training employees.
      • Manage all corporate credit card users and devise system of tracking all supporting documentation
      • Reimburse approved employee business / travel expenses

    • Manage 401K and 457F Plans --
      • Oversee management of the 457F and 401K plan, including funding safe harbor contributions and annual employer match, annual testing, notices, and filings and the administration of payroll-related benefits plans, in consultation with HR Manager and Director of Operations

    • Cost Accounting
      • Develop methodologies to assess the value of services / membership and cost analysis
      • Assess current fee / services structure and recommend improvements to ensure financial viability

    • Other duties as assigned

    The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.


    • Ability to perform and oversee all areas of responsibility with minimal supervision with high degree of accuracy
    • Strong knowledge and understanding of GAAP principles
    • A self-starter with initiative that is adaptable and responsive
    • High degree of professional discretion and confidentiality
    • Ability to exercise independent judgment regarding matters of significance

    Supervisory Responsibilities. The Accounting Manager is responsible for the performance of all core responsibilities. The Accounting Manager will be responsible for assigning / delegating various accounting support related routine tasks and projects to the Office Coordinator / Accounting Assistant and supervising and assessing their work on such projects/tasks. Additionally, the Accounting Manger will be responsible for monitoring the invoicing process of the Membership Coordinator. The Accounting Manager must supervise all outside third party accounting/finance vendors engaged, and assess the quality and value of services.  The position will include independent management of multiple large and complex projects and functions.

    Work Environment. This is a full-time, exempt position, with Monday-Friday working days during core business hours. Occasional support may be required on weekends, evenings, and holidays to ensure continued operations. This position is required to work from TRACE’s Annapolis, MD office at least one day per week / as necessary.

    Physical Demands. Prolonged periods sitting at a desk and working on a computer/viewing screen. Must be able to lift up to 15 pounds at times.

    Travel. No travel is required.

    Required Education and Experience:

    • Bachelor’s degree in Accounting or Finance is required (or equivalent work experience)
    • This is not an entry-level position; at least 6+ years of private or public accounting experience is required
    • Proficiency with MS Office / Excel (e.g. should be able to do pivot tables)
    • Proficiency with QuickBooks (or similar accounting software) is required

    Preferred Education and Experience:

    • Non-profit accounting experience
    • CPA, CGMA, or Masters Degree in Accounting
    • International billing experience
    • Familiarity with OFX transfers
    • Familiarity with ClickTime software

    Thank You

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    • Location
      Annapolis, Maryland
    • Department
    • Employment Type