Finance and Accounting Specialist

Department: Finance

Supervisor: Sr. Accountant & Finance Manager

Supervises: N/A

FLSA Salary Classification: Non-Exempt

Revision Date: March 2026

Availability: 18 to 25 hours per week with a primary schedule of standard business hours with occasional evening and weekend availability required to support the department and organizational needs.

The Huntsville Botanical Garden is a 501c3 non-profit organization that exists to connect people to plants to support a healthier quality of life for the region. Whether caring for plant collections, welcoming a guest, developing a program, maintaining our grounds, or ensuring a transaction is accurately recorded, each member of the Garden team contributes to that purpose.

The Finance team helps make this work possible by safeguarding resources, providing reliable information, supporting thoughtful decision-making, and building the strong operational foundation the Garden needs to grow. The Finance and Accounting Specialist is an important part of that shared effort.

Position Summary:

The Finance and Accounting Specialist provides operational and administrative support to the Finance team by assisting with accounts payable and accounts receivable processing, maintaining accurate financial records, and supporting departmental workflows. This role works closely with the Accounts Payable Coordinator and the Revenue & Grants Accountant to ensure the accuracy, completeness, and timeliness of financial transactions and supporting documentation.

The Finance and Accounting Specialist helps manage high-volume transaction processing during peak periods, supports reconciliation efforts, maintains vendor and customer records, and assists with financial reporting preparation. In addition, this role contributes to continuous improvement efforts by identifying process bottlenecks, analyzing discrepancies, and helping implement workflow improvements that strengthen financial controls and operational efficiency across the organization.

Essential Functions:

Accounts Receivable Support

• Assist with the intake, validation, and processing of deposit requests and revenue receipts in the accounting system in accordance with established procedures.
• Review source documentation for accuracy and completeness, confirming proper coding and routing discrepancies to the appropriate accountant for review.
• Reconcile accounts receivable sub-ledger activity with general ledger and bank transactions.
• Follow up with departments to obtain required documentation supporting deposits and revenue transactions.
• Investigate discrepancies in receipts or transaction matching and recommend corrective actions when needed.

Accounts Payable Support

• Monitor and manage the accounts payable intake queue, including invoice submissions, payment requests, and supporting documentation.
• Review incoming invoices for completeness, accuracy, and appropriate account coding prior to entry into the accounting system.
• Enter invoices and payment requests into the general ledger pursuant to established internal processes.
• Maintain vendor master records, including verification of W-9 forms, ACH information, contracts, certificate of insurance and other supporting documentation.
• Monitor the finance department inbox for vendor inquiries and coordinate responses related to payment status or invoice processing.

Financial Operations Support

• Assist with bank, credit card, and general ledger reconciliation activities by gathering supporting documentation and validating transaction activity.
• Support the preparation of financial summaries and operational reports including budget-to-actual and forecast reporting.
• Assist the Finance team in monitoring budget and forecast cycles by maintaining supporting schedules and tracking departmental submissions.
• Maintain accurate customer and vendor master records to ensure reliable financial reporting and transaction processing in accordance with organizational policies.
• Assist the Finance team with documentation requests related to internal and external audits.
• Maintain awareness of relevant financial policies, procedures, and compliance standards.

Process Improvement and Workflow Support

• Identify recurring discrepancies, processing delays, or operational bottlenecks within finance workflows and recommend process improvements.
• Assist with documenting finance procedures and maintaining workflow documentation to ensure consistency and scalability.
• Support planning and execution of finance and operations process improvements, technology implementations, or system upgrades.
• Collaborate with internal departments to improve documentation quality and strengthen financial controls related to transactions and perform other related duties as assigned.

Minimum Qualifications:

• 2 years of accounting, bookkeeping, or financial operations experience or education, or an equivalent combination thereof.
• Experience with accounting software such as QuickBooks or similar systems. Strong proficiency in Microsoft Office products, particularly Excel. Demonstrated ability to work with financial data, maintain organized records, and support transactional accounting processes.

Success Factors:

• A commitment to, and ability to effectively convey, the Garden’s mission of connecting people with plants with a genuine passion that also exemplifies the Garden’s Core Values: Embrace Curiosity, Collaborate with Compassion, Exemplify Expertise, Look Forward, and Take Time to Celebrate.
• Strong attention to detail and accuracy when working with financial data and documentation.
• Organized and process-oriented with the ability to manage multiple work streams simultaneously.
• Strong communication skills with the ability to follow up effectively with internal departments and external vendors.
• Ability to identify inefficiencies and contribute to improvements in financial processes and workflows.
• Collaborative team player who supports departmental goals and cross-functional coordination.
• Appreciation for the mission of the Huntsville Botanical Garden.

Preferred Qualifications:

• Previous professional work in a non-profit environment working with fund accounting and restricted funds is preferred.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: This position is required to frequently communicate with people internal and external to the Garden with frequent periods of sedentary work in the office. Occasionally requires the ability to lift up to 15 lbs., and traverse the Garden over uneven terrain.  
• Work Environment: Frequently, works in office. Occasionally required to work in an outdoor environment subject to all weather conditions and must traverse varied and uneven terrain.
• Equipment: Continuous use of a computer, occasional use of projection or AV equipment for presentations/training.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually. 

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. 

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.