Finance & Accounting Coordinator

• Mississippi Votes & Mississippi Votes Action Fund
• Location: Jackson, Mississippi
• Employment Type: Full-Time, Exempt
• Reports To: Deputy Director of Finance & Operations
• Salary: $68,000

***Priority consideration will be given to applications received by December 7, 2026. Applications will be reviewed on a rolling basis until the position is filled.***

About Us

Mississippi Votes (MS Votes) is a 501(c)(3) nonprofit civic engagement organization led by young people and grounded in intergenerational synergy. Through voter education, grassroots organizing, policy advocacy, and leadership development, we work to build a transformative culture of civic engagement across Mississippi.

Mississippi Votes Action Fund (MSVAF) is our 501(c)(4) sibling organization. MSVAF deepens our impact through issue advocacy, voter mobilization, and strategies that expand democratic participation and protect voting rights.

Together, MS Votes and MSVAF empower Mississippians to participate in civic life, protect access to the ballot, develop leaders, and build long-term civic infrastructure across Mississippi.

Position Overview

The Finance & Accounting Coordinator is a mid-to-senior-level individual contributor responsible for accounting, financial reporting, budget analysis, grant accounting, and audit preparation for Mississippi Votes and Mississippi Votes Action Fund.

Reporting to and supervised by the Deputy Director of Finance & Operations, the Coordinator performs complex accounting work with accuracy, independent judgment, and consistent follow-through. The role combines hands-on transaction processing with financial analysis, reconciliation, and reporting to support sound organizational decisions.

The Coordinator prepares financial statements and supporting schedules, analyzes financial activity, tracks restricted funding, reconciles inter-entity transactions, and identifies discrepancies requiring attention. This person works with HR, development, and program colleagues to obtain documentation, resolve accounting questions, and explain financial information.

This position has no staff supervision or departmental management responsibilities. The Deputy Director of Finance & Operations establishes priorities, reviews work, and retains responsibility for financial strategy, policies, approvals, and departmental oversight.

The ideal candidate is an experienced nonprofit accounting professional who can move from detailed transaction work to financial analysis, recognize concerns early, and complete recurring reporting and accounting tasks with limited day-to-day direction.

Primary Responsibilities

Accounting & Reconciliation

Perform daily accounting in QuickBooks Online for both entities, including accounts payable, accounts receivable, general ledger entries, and supporting documentation.

Prepare journal entries, accruals, prepaid expense schedules, and other adjustments for review.

Complete monthly bank, credit card, payroll, and balance sheet reconciliations; investigate discrepancies and resolve outstanding items.

Complete assigned monthly and year-end closing activities according to established deadlines.

Code transactions by organization, department, program, grant, funding source, and functional expense category.

Process invoices, vendor payments, reimbursements, and receivables through established approval procedures; verify documentation, coding, and authorization.

Research historical accounting discrepancies and prepare corrections for the Deputy Director’s review.

Financial Reporting & Budget Analysis

Prepare monthly financial statements, budget-to-actual reports, and supporting schedules for review.

Analyze revenue, expenses, and budget variances; explain material changes and flag items requiring follow-up.

Prepare cash-flow projections using anticipated revenue, payment obligations, and grant reimbursement timelines.

Compile financial information and worksheets supporting annual budgets and periodic forecasts.

Provide department and program staff with approved budget information and spending updates.

Prepare financial schedules and analyses for leadership reports, board meetings, and finance committee materials.

Bring emerging concerns promptly to the Deputy Director with relevant documentation and recommended next steps.

Prepare accurate, complete, and timely financial reports and supporting documentation to assist the Deputy Director of Finance & Operations in preparing for board meetings and review

Grant & Revenue Accounting

Record grants, contributions, sponsorships, and other revenue using appropriate accounting treatment and documentation.

Maintain schedules of grant budgets, expenditures, restrictions, receivables, reporting deadlines, and remaining balances.

Prepare grant financial reports and reimbursement requests for review and submission.

Reconcile donor and fundraising records with accounting records in collaboration with development staff.

Review grant expenses against approved budgets and funding terms; flag questions or discrepancies.

Prepare financial information for grant proposals, renewals, and funder inquiries.

Maintain documentation supporting restricted fund balances and releases from restriction.

Dual-Entity Accounting & Expense Allocations

Maintain distinct accounting records for MS Votes and MSVAF.

Apply approved cost-sharing and expense-allocation methods consistently, with supporting documentation.

Prepare and reconcile payroll allocations, shared expenses, and amounts due between organizations.

Prepare inter-entity reimbursement schedules for review and authorized payment.

Maintain records supporting lobbying and political expenditure tracking under established procedures.

Prepare functional expense schedules for program services, management and general, and fundraising.

Refer questions about classification, allowable expenditures, or allocation methods to the Deputy Director.

Manage PEX and Bill.com accounts for both organizations.

Payroll & Contractor Documentation

Work with HR and the payroll provider to verify payroll inputs, approved changes, deductions, and allocations.

Record payroll activity and reconcile payroll reports with the general ledger.

Maintain vendor and contractor documentation, including W-9s, invoices, contracts, and payment records.

Prepare contractor payment schedules and supporting information for annual 1099 reporting.

Protect confidential employee, vendor, donor, and organizational financial information.

Audit & Year-End Preparation

Prepare audit schedules, reconciliations, transaction samples, and supporting records requested by the Deputy Director or external auditors.

Respond to assigned audit requests and track outstanding documentation.

Compile financial information for external preparers of Forms 990 and other required filings.

Maintain organized, accessible records supporting audit readiness throughout the year.

Complete assigned corrective actions from audit findings or accounting reviews.

Notify the Deputy Director of missing records, unresolved balances, or potential reporting delays.

Financial Procedures & Cross-Departmental Collaboration

Follow established internal controls, approval requirements, records-retention procedures, and financial policies.

Recommend improvements to accounting accuracy, documentation, and workflow efficiency.

Document recurring accounting procedures and carry out approved process improvements.

Help staff understand financial forms, expense documentation, coding requirements, and budget reports.

Participate in finance, department, and organizational meetings, planning, and training as assigned.

Provide regular updates on deadlines, outstanding items, and concerns.

Complete other related accounting and financial reporting duties as assigned.

Qualifications

The strongest candidate will bring:

Bachelor’s De