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Part-Time Nonprofit Bookkeeper / Accountant (CPA Preferred | Federal & State Grant Experience)

Human Rights Coalition (HRC) |

Organization: Human Rights Coalition (HRC) — Pennsylvania nonprofit

Role Type: Part-time (contract preferred)

Location: Remote/hybrid (Philadelphia preferred for occasional on-site needs)

Estimated Time: ~6–12 hours/month ongoing, with additional hours for year-end cleanup/review

Compensation: $1,000/month retainer (includes up to 10 hours/month). Pre-approved additional hours to be negotiated.

About the role

HRC is a small nonprofit seeking a reliable, detail-oriented accounting professional to manage monthly bookkeeping and close, maintain grant-ready records, and provide support for the accounting components of grant reporting. HRC currently has one federal grant and may have additional state or local funding; a staff member leads day-to-day financial planning and will need support for accounting and financial reporting.

We also need a full review of the 2025 and 2024 fiscal years to identify and correct discrepancies and ensure the books are clean and ready for year-end reporting and any external audit/tax preparation.

Core responsibilities

Monthly bookkeeping & close (ongoing)

  • Reconcile bank and credit card accounts monthly.
  • Code transactions accurately to the chart of accounts and tracking categories (program/grant and non-grant).
  • Maintain organized support documentation (invoices, receipts, approvals) and consistent filing.
  • Produce a monthly financial package:
    • Statement of Activities (income and expenses)
    • Statement of Financial Position (balance sheet)
    • Grant non-grant spend summary (basic)

Federal grant reporting support (as needed)

  • Provide reconciled expense totals and transaction detail to the staff lead responsible for federal grant reporting.
  • Assist with periodic reporting needs such as:
    • Budget actual summaries and burn rate snapshots
    • Documentation packets that tie expenses to the general ledger
    • Flagging allowability and documentation gaps early for resolution.
      • Note: this role supports reporting as needed; it does not replace the internal grant reporting lead unless separately scoped.

Payroll processing support (Gusto)

  • Provide support for payroll processing using Gusto, including:
    • Reviewing payroll runs for accuracy (hours/earnings, deductions, reimbursements as applicable)
    • Ensuring payroll entries are properly recorded in the accounting system
    • Supporting payroll tax/filing documentation in coordination with Gusto
    • Helping ensure payroll costs are coded correctly to grant vs. non-grant categories when applicable

2025 & 2024 fiscal year review and discrepancy cleanup (project)

  • Perform a comprehensive review of the 2025 and 2024 fiscal year bookkeeping to catch and correct discrepancies, including:
    • Missing/duplicate transactions
    • Mis-coded expenses/revenue
    • Reconciliation differences
    • Grant coding inconsistencies
  • Deliver a clear list of adjustments made and any open issues requiring management decisions or documentation.

Year-end readiness support (as needed)

  • Prepare clean schedules and reports for tax preparation and/or an external audit, including reconciliations and grant summaries.
  • Coordinate with an external auditor or tax preparer as requested.
    • Important independence note: If HRC requires a formal external audit, an independent audit firm must perform it. This role can do audit prep, cleanup, and support—just not serve as the independent auditor.

Required qualifications

  • 3+ years of bookkeeping/accounting experience, preferably with nonprofit organizations.
  • Federal and/or state grant-funded experience (coding, documentation standards, tying expenses to the general ledger).
  • Proficiency with QuickBooks Online (or comparable accounting software) and Excel/Google Sheets.
  • Strong reconciliation skills and attention to detail.
  • Ability to work independently, meet monthly close deadlines, and communicate clearly about issues and fixes.
  • Experience supporting payroll processes and/or accounting for payroll (experience with Gusto strongly preferred).

Preferred Qualifications

  • Certified Public Accountant (CPA) preferred.
  • Familiarity with federal grant standards (for example, Uniform Guidance / Title 2 of the Code of Federal Regulations Part 200).
  • Experience cleaning up historical books and preparing year-end audit/tax support packages.
  • Experience implementing light internal controls and simple finance workflows for small nonprofits.

What we’ll provide

  • Current accounting access (QuickBooks Online or equivalent), bank/credit access as appropriate, and existing grant budget/coding structure.
  • Named point of contact for grant reporting so responsibilities stay clear.
  • Access to Gusto payroll account and current payroll documentation/process.

Success looks like

  • Monthly books are closed on time with clean reconciliations.
  • Grant transactions are consistently coded and easily supportable with documentation.
  • Payroll runs smoothly through Gusto and is correctly reflected in the books.
  • 2025/2024 discrepancies are identified, corrected, and summarized in a clear “changes and open items” log.
  • Year-end handoff to tax preparer/auditor is smooth, organized, and low-stress.

To apply

Please send application materials to info@hrcoalition.org:

  1. Resume
  2. A short note describing your nonprofit + grant experience
  3. Your software experience (especially QuickBooks Online and Gusto)
  4. Your availability
  5. Your hourly rate for work beyond the $1,000/month retainer

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