Accounting Manager

POSITION OVERVIEW

Theodore Payne Foundation seeks an Accounting Manager to own the day-to-day accounting function: closing the books, billing contracts and grants, paying vendors, running payroll, managing the insurance calendar, and keeping compliance filings current. Reporting to the Director of Finance, the position carries the financial record of the organization from daily transaction through annual audit.

TPF is a $3.5 million organization with a mixed revenue model: a large percentage is earned through daily retail and online sales, education programs, and contract growing agreements, alongside contributions, memberships, and restricted grants. The books carry real operating complexity across those lines, with a payroll allocated across programs. Because TPF is small, this role sees the whole financial picture rather than one corner of it and works closely with the rest of the Leadership Team.

Although the position does require entry of data into our accounting system, we are looking for someone who is an owner as well as a processor. The right candidate tracks what is outstanding, follows up until it is resolved, and raises problems early. The position will suit an experienced accountant who wants breadth and autonomy over a narrow specialty, and who takes satisfaction in a clean set of books and an organized calendar.

POSITION RESPONSIBILITIES

The percentages below indicate relative weight rather than a fixed allocation. Priorities shift with the seasonal rhythm of the nursery, the audit calendar, and the needs of the business.

Accounting and Close: 10%

• Own the monthly close, including bank and credit card reconciliations, journal entries, and accruals, on a schedule agreed with the Director of Finance.

• Maintain the general ledger and chart of accounts in QuickBooks Online.

• Track restricted and unrestricted funds, and release restrictions as grant and contract conditions are met.

• Support Director of Finance to prepare monthly financial statements, annual budgeting and forecasting.

Receivables, Contracts, and Retail Revenue: 25%

• Invoice contract and grant-funded work according to each agreement's requirements, and track balances and billing milestones through collection.

• Follow up on past due accounts with clearly written correspondence and escalate where needed.

• Prepare monthly reconciliation of Shopify sales and payment reports and enter the monthly sales journal in QuickBooks.

• Prepare monthly reconciliation of Shopify clearing account.

• Bill and reconcile education program registrations, memberships, and event income via Humanitix and Bloomerang systems.

• Prepare quarterly sales and use tax returns. Make monthly payments of sales tax.

• Count cash weekly and prepare bank deposit. Post to QuickBooks.

• Gather all checks received and prepare weekly bank deposit. Record undeposited funds. Post to QuickBooks.

Payables and Payroll: 50%

• Process accounts payable, including daily input of vendor invoices, regular follow-up with TPF staff for approvals and weekly processing of vendor payments. File all documented approvals, invoices and supporting records.

• Maintain vendor files and W-9s, prepare annual 1099s, and reconcile corporate card activity.

• Process employee expense reimbursements.

• Run payroll in Paychex Flex and allocate payroll costs across programs and funding sources.

• Reconcile benefits invoices against enrollment.

Insurance and Compliance: 10%

• Manage the insurance calendar and renewals, gather underwriting data, issue certificates of insurance, and coordinate the annual workers' compensation audit.

• Prepare monthly summary of workers’ compensation expense and send analysis to insurer.

• Keep charitable registration, business licenses, property tax exemptions, and annual returns current and filed ahead of deadline.

• Prepare schedules and documentation for the annual audit and Form 990 in support of the Director of Finance.

Systems, Controls, and Documentation: 5%

• Support the Director of Finance to maintain the accounting handbook, keeping documented procedures current and following them in daily work.

• Collaborate with the Director of Finance to safeguard internal controls and flag exceptions and irregularities promptly.

• Help support the smooth integration between our point of sale, e-commerce, and accounting systems by communicating across teams

REQUIRED EXPERIENCE AND QUALIFICATIONS

• Five or more years of full-cycle accounting experience, including independent responsibility for closing the books.

• Advanced QuickBooks Online and strong Excel skills, including reconciliation of large transaction files and ability to create custom reports.

• Hands-on payroll processing experience, with proficiency in Paychex Flex or similar program.

• Experience reconciling high-volume retail or e-commerce revenue.

• Working familiarity with California wage and hour requirements.

• Exceptional attention to detail and follow-through on records, filings, and deadlines.

• Sound judgment about when to ask rather than assume.

• Clear, concise written communication.

• Open, collaborative verbal communication and positive teaming.

DESIRED EXPERIENCE AND QUALIFICATIONS

• Nonprofit fund accounting, including restricted funds, grant and contract billing, and audit support.

• Experience in a small organization, where one role had to span several functions.

• Experience billing public agency contracts.

• Direct experience with Shopify point of sale and e-commerce.

• Conversational Spanish.

• Interest in California native plants and in TPF's mission.

SCHEDULE AND PAY

$70,000 to $75,000 per year depending on experience. This is a full-time, non-exempt position, Monday through Friday, on site at our Sun Valley headquarters. The position is fully onsite for the first ninety days. After that, up to two remote days per week are available once the core accounting calendar is running on schedule, with onsite days anchored to payroll, deposits, and close week. Duties may change over time as the needs of the organization shift.

BENEFITS

• Health and dental coverage.

• 401K plan with employer match of up to 4% of annual salary.

• Paid vacation, sick, and holiday time.

• 30% staff discount on plants, seeds, pottery, and TPF merchandise.

• Work in a serene environment, surrounded by gardens, hiking trails, plants, and wildlife with a great team.

TO APPLY

Send a cover letter, resume, and references to [email protected] with the subject line “Accounting Manager.” We will review applications on a rolling basis and seek to fill the position as soon as possible.

ABOUT THEODORE PAYNE FOUNDATION

The Theodore Payne Foundation promotes the appreciation, understanding, and thoughtful use of California native plants. Located on 22 acres of canyon land in Sun Valley, TPF operates a retail nursery and seed store, display gardens, production fields, natural areas, and indoor and outdoor classroom spaces, and offers classes, events, and outreach programs across the region. TPF also runs the Los Nogales Nursery, a second retail site operated in collaboration with the Audubon Center at Debs Park in Highland Park. To learn more, visit theodorepayne.org or find us on social media @theodorepayne.

TPF is an Equal Opportunity Employer and all activities are conducted without discrimination based on race, color, genetics, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or status as a protected veteran. TPF is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k) matching
• 403(b)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Sun Valley, CA 91352