BASIC FUNCTION

The Staff Accountant is a key member of the Finance team, responsible for the accounting and oversight of all organizational cash receipts, including membership dues, customer payments, registration fees, sponsorships, tradeshow revenue, and other income. This hands-on role manages the full cash receipts and accounts receivable cycle, ensuring timely and accurate cash recording, invoicing, payment application, and reconciliations. The position requires a detail-oriented professional who takes ownership of cash processes, maintains accurate records, and upholds compliance, transparency, and efficiency across all cash and receivable operations.

DUTIES AND RESPONSIBILITIES

Specific responsibilities include, but are not limited to:

  • Serve as the primary point of contact for all cash inflows, including membership dues, customer invoicing, registration fees, sponsorships, tradeshow revenue, and other association-related cash receipts;
  • Process all daily cash activity, ensuring transactions are accurately recorded, reconciled, and verified against bank statements;
  • Process billing requests promptly and accurately, ensuring invoices are issued on time, properly recorded, and recognized in compliance with revenue recognition policies;
  • Administer the accounts receivable process in NetForum and the accounting system, including invoicing, payment application, aging review, statement generation, and follow-up with customers or internal departments to ensure timely collections in accordance with organizational policies;
  • Accurately apply payments from multiple sources and proactively resolve discrepancies with internal teams, merchants, or customers;
  • Reconcile revenue accounts with third-party partners, including NTP and eShow, and ensure discrepancies are identified and resolved promptly;
  • Maintain strong relationships with all payment processors and merchants, acting as the primary point of contact for reconciliations, inquiries, and processing issue;
  • Act as the subject matter expert in NetForum, ensuring all member activities, invoices, payment applications, voids, and adjustments are accurately recorded and reported;
  • Maintain a working understanding of revenue recognition principles as they relate to membership dues, sponsorships, event fees, and other association revenues; * Support month-end and year-end close activities, including preparation of journal entries, accruals, prepaids, reconciliations, and review of financial statements;
  • Maintain the American Public Transportation Foundation’s books, ensuring accurate accounting of cash, prepaids, investments, and expenses, including proper classification and reporting of donations;
  • Integrate current accounting tools and technology into daily responsibilities and identify opportunities for improved efficiency;
  • Prepare schedules, reconciliations, and supporting documentation for internal and external audits; and
  • Work closely with manager to continuously evaluate and enhance cash management, accounts receivable, and revenue processes to improve efficiency, accuracy, and internal controls.

MEASURES OF ACCOUNTABILITY

  • Ensures that all cash and revenue-related transactions (including membership dues, event fees, sponsorships, and other receipts) are accurately, consistently, and completely recorded, reconciled, and reported on a timely basis in accordance with APTA’s accounting policies and procedures;
  • Timely and accurate processing of billing, cash receipts, and accounts receivable activity, including invoice issuance, payment application, aging review, and follow-up in NetForum and the accounting system;
  • Maintains adequate and proper documentation supporting general ledger balances and reconciliations for cash, accounts receivable, deferred revenue, and third-party partners;
  • Performs regular reconciliations and discrepancy resolution, working with internal departments, customers, payment processors, and external partners to ensure accuracy and completeness of financial records; and
  • Effectively utilizes time, accounting knowledge, and technology to support month-end and year-end close activities, audit requests, and ongoing improvement of cash management and revenue-related processes.

QUALIFICATIONS

  • Bachelor’s degree in accounting, finance, or a related field required (associate’s degree with equivalent experience may be considered);
  • Minimum 3 years of progressive accounting experience with exposure to accounts receivable, cash management, and general accounting;
  • Working understanding of GAAP and accounting best practices;
  • Working knowledge of accounting software (e.g., Intacct, NetForum, Bill.com) and proficiency in Microsoft Excel preferred, with the ability to effectively use technology in daily accounting tasks;
  • Demonstrated attention to detail, accuracy, and commitment to high-quality financial reporting;
  • Ability to manage multiple priorities, meet deadlines, and thrive in a fast-paced environment;
  • Strong interpersonal and communication skills, with the ability to build effective relationships across departments and with customers and external partners; and
  • Problem-solving skills, with a proactive approach to resolving discrepancies and improving processes.

ADDITIONAL INFORMATION

The American Public Transportation Association offers a competitive benefits package that includes medical, dental, and vision insurance; life and disability insurance; paid time off; a 401(k)-retirement plan; professional development opportunities; and commuter benefits to assist with public transportation costs. The annual base starting salary is anticipated to be in the range of $56,400 to $75,199. This position is based in Washington D.C. and currently operates on a hybrid work schedule. Employees are required to work in the office on two specific days, Tuesdays and Wednesdays, with the flexibility for you to choose a third in-office day. The remaining two days of the work week can be worked remotely. Please note that this schedule may be adjusted at any time based on the Association’s needs.

PHYSICAL REQUIREMENTS AND WORK CONDITIONS

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Performance of duties requires the use of hands and fingers to handle or feel. The job frequently requires the ability to stand, walk, sit, reach with hands and arms, and talk or hear. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. The noise level in the work environment is usually moderate.

Persons interested in applying for this position should submit their cover letter and resume to the Vice President-Human Resources & Administration via email at aptajobs@apta.com.

APTA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran, in accordance with applicable federal, state, and local laws.

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