Staff Accountant

Job Title: Staff AccountantJob Description

The Staff Accountant performs a broad range of accounting functions that support the Accounting Manager and help ensure compliance with GAAP. This role has a strong focus on accounts payable, along with responsibilities in receivables, month-end close, payroll, and various accounting projects. The Staff Accountant accurately processes invoices, deposits, and journal entries, maintains vendor and grant records, and works extensively with accounting software, databases, spreadsheets, and online portals. All aspects of this position ultimately support high-quality, patient-centered medical care in a dynamic healthcare environment.

Responsibilities

• Match invoices to purchase orders and packing slips, preparing bills for payment and completing any additional verification processes as needed.
• Review invoices to identify and resolve irregularities or discrepancies, ensuring accuracy and completeness before payment.
• Verify that invoices have been approved by the appropriate personnel in accordance with internal policies.
• Code and accurately enter accounts payable transactions and set up new vendors in the SAGE Intacct database.
• Schedule invoices for payment based on due dates and manage recurring payables for which invoices are not provided, such as rent.
• Correspond with vendors and respond promptly to inquiries regarding payments, invoices, and account status.
• Print checks, match checks to supporting invoices, and present them for signature in a timely manner.
• Reconcile monthly vendor statements to ensure that all invoices and payments are properly recorded.
• Maintain organized vendor files, W-9 forms, and 340B program payment and deposit records.
• Assist with the annual distribution of 1099 forms and map 1099 vendors in SAGE Intacct.
• Manage the booking of all receivables and maintain related spreadsheets with accurate and up-to-date information.
• Obtain daily deposit batches from each clinic location and ensure proper documentation of funds received.
• Prepare bank deposits from funds collected in the office and arrange for delivery to the bank or remote deposit.
• Assist in managing grant receipts and the grant invoicing process, including applying payments to invoices and pledges receivable.
• Reconcile grant and donor-related transactions to DonorPerfect software to ensure consistency and accuracy.
• Perform complex bank reconciliations in a timely manner and post any resulting journal entries, including accruals, allocations, depreciation, and revenue-related entries.
• Reconcile balance sheet accounts and manage associated spreadsheets to maintain accurate financial records.
• Run reports in SAGE Intacct to verify the accuracy of the Profit & Loss statement, Balance Sheet, Payables, and Receivables.
• Assist with asset adjustments, petty cash tracking, capital expenditure recording, and general ledger spreadsheets to support audit compliance.
• Support the preparation of standard and ad hoc management reports through information verification, proofreading, assembly, and related activities.
• Contribute to special projects such as the annual budget, annual audit, and financial analyses as needed.
• Demonstrate a willingness to learn EHR system processes related to patient records and reporting to support integrated financial and clinical operations.
• Use Microsoft Excel, Outlook, Teams, Word, and other tools proficiently to manage accounting data and communications.
• Work with SAGE Intacct or other integrated accounting software to process and record financial transactions.
• Follow internal and external policies regarding protected health information (HIPAA) and IT security when accessing and managing systems and data.
• Coordinate with Human Resources to process and book payroll entries accurately and on schedule.
• Coordinate benefits-related payments for pension plans, garnishments, and other payroll deductions.
• Ensure payroll expenses and accruals are properly recorded in SAGE Intacct and reconcile Form 941 on a quarterly basis.
• Verify auto-transfers and reconcile balances for retirement plans such as 403(b) and 457(b).
• Demonstrate understanding of and adhere to all organizational policies, procedures, rules, and regulations.
• Attend required internal meetings and demonstrate consistent, professional work-related behaviors.
• Interact with patients, physicians, staff, vendors, and visitors in a positive, professional manner that reflects the organization’s mission and philosophy.
• Participate in work-related seminars and webinars to stay current with industry rules, regulations, and best practices.
• Support a contract-to-hire arrangement by demonstrating reliability, accuracy, and strong performance in all assigned duties.

Essential Skills

• Strong accounts payable experience, including invoice processing, coding, and vendor management.
• Proficiency in performing reconciliations, including bank reconciliations and balance sheet account reconciliations.
• Hands-on experience with journal entries such as accruals, allocations, depreciation, and revenue-related entries.
• Ability to manage receivables, daily deposits, and preparation of bank deposits for multiple locations.
• Experience working with ERP or integrated accounting software, preferably SAGE Intacct.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, Teams, and Word.
• Strong numerical aptitude and attention to detail, with the ability to identify and resolve discrepancies.
• Ability to maintain accurate vendor files, W-9 forms, and support 1099 reporting processes.
• Capability to support payroll processing, including booking payroll entries, recording payroll expenses and accruals, and reconciling Form 941.
• Ability to coordinate benefits-related payments and reconcile retirement plan balances such as 403(b) and 457(b).
• Comfort with accessing and managing databases, spreadsheets, online vendor portals, cloud and web-based storage, and bank accounts.
• Commitment to following policies related to protected health information (HIPAA) and IT security.
• Professional communication skills for interacting with vendors, internal staff, and other stakeholders.
• Ability to support month-end close processes and generate accurate financial reports.
• Capability to work in an in-office environment with set weekday hours.

Additional Skills & Qualifications

• Bachelor’s degree in accounting, finance, or a related field is preferred.
• Experience with SAGE Intacct is highly desirable; familiarity with other ERP systems is beneficial.
• Exposure to healthcare or patient-centered environments is a plus.
• Experience with donor management or grant-related accounting, including reconciliation to systems such as DonorPerfect, is advantageous.
• Ability to assist with annual budget preparation, annual audit support, and ad hoc financial analysis.
• Willingness to learn EHR system processes involving patient records and reporting.
• Interest in participating in seminars and webinars to remain current with accounting and regulatory changes.
• Demonstrated ability to work independently while collaborating effectively with Human Resources and other departments.
• Adaptability to a contract-to-hire arrangement with the goal of transitioning into a longer-term role based on performance.

Work Environment

This is an in-office position in a healthcare-focused organization, working Monday through Friday with typical schedules of 8:00 a.m. to 4:30 p.m. or 9:00 a.m. to 5:30 p.m. The role involves extensive use of computers, including Microsoft Office applications, SAGE Intacct or similar ERP systems, online vendor portals, cloud-based storage, and bank websites. The environment is professional, collaborative, and mission-driven, supporting patient-centered medical care. Staff work closely with clinical and administrative teams and are expected to handle protected health information in compliance with HIPAA and IT security policies. The setting emphasizes accuracy, confidentiality, and teamwork within a standard office attire framework.

Job Type & Location

This is a Contract position based out of Santa Barbara, CA.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Santa Barbara,CA.

Application Deadline

This position is anticipated to close on Sep 28, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.