Staff Accountant Job Description Template 2025

A clear, compliant Staff Accountant job description is the fastest way to attract qualified candidates who fit your tools, industry, and level.

This guide includes a copy-and-paste template plus step-by-step instructions to tailor duties, qualifications, salary bands, and KPIs for your team. Use it to publish sooner, improve applicant quality, and align expectations from day one.

Quick Summary: What a Staff Accountant Does

A Staff Accountant maintains the general ledger, performs account reconciliations, supports month-end close, and prepares accurate financial reports under GAAP.

They partner with AP/AR, payroll, and FP&A to keep numbers clean, compliant, and decision-ready. In most organizations they report to an Accounting Manager or Controller and help shorten the close while reducing errors.

Typical KPIs include:

• Days to close
• Reconciliation completion and aging
• Variance resolution speed

What does a Staff Accountant do? Core responsibilities include:

• Manage general ledger entries and accruals
• Reconcile balance sheet accounts monthly
• Support month-, quarter-, and year-end close
• Prepare schedules and assist with audits
• Analyze variances and explain drivers

Copy-and-Paste Staff Accountant Job Description Template

Use this staff accountant job description template as-is, then customize the responsibilities, tools, and salary range to your market.

Treat each section as a modular block you can edit to reflect your workloads, tech stack, and compliance needs.

Job Title and Summary

Job Title: Staff Accountant

Summary: [Company Name] is seeking a Staff Accountant to own day-to-day general ledger activities, complete timely reconciliations, and support an efficient month-end close under US GAAP.

This role reports to the [Accounting Manager/Controller] and partners closely with AP/AR, payroll, and FP&A to deliver accurate, compliant financials.

Ideal candidates combine strong accounting fundamentals with systems know-how and a continuous improvement mindset.

Key Responsibilities

• Prepare and post journal entries, accruals, and reclasses accurately and on schedule
• Reconcile key balance sheet accounts monthly (cash, AR/AP, prepaid, fixed assets, accruals, deferred revenue)
• Support month-, quarter-, and year-end close; produce supporting schedules and flux analyses
• Assist with internal and external audits by assembling documentation and improving control evidence
• Maintain fixed asset subledger and depreciation; manage capitalization policy compliance
• Partner with AP/AR on issue resolution, aging, and cut-off to ensure clean close
• Identify process and automation opportunities (e.g., close checklists, templates, Power Query)

Qualifications and Skills

• Strong knowledge of US GAAP and general ledger accounting; SOX familiarity a plus
• ERP proficiency (e.g., QuickBooks Online, NetSuite, Sage Intacct, Microsoft Dynamics); ability to learn new systems quickly
• Advanced Excel skills (pivot tables, XLOOKUP, SUMIFS; Power Query/Power Pivot preferred); basic BI exposure (Power BI/Looker) helpful
• Analytical and detail-oriented with clear written and verbal communication
• Organized, reliable, and able to manage multiple deadlines in a fast-paced close environment
• Continuous improvement mindset; documents processes and strengthens internal controls
• Team-first collaborator who partners cross-functionally (AP/AR, payroll, FP&A, operations)

Education and Experience

• Bachelor’s degree in Accounting, Finance, or related field required
• 1–3 years of accounting experience preferred; entry-level candidates with internships considered
• CPA or progress toward CPA is a plus but not required for Staff Accountant
• Experience with month-end close, reconciliations, and audit support preferred

Reporting Lines and Collaboration

This role reports to the [Accounting Manager/Controller] and does not have direct reports initially.

You’ll collaborate with AP/AR, payroll, FP&A, operations, and external auditors, and you’ll participate in a documented monthly close process with clear owners and deadlines.

As the team scales, scope may include mentoring interns or a junior clerk.

Location, Schedule, and Work Environment (On-site/Hybrid/Remote)

[On-site/Hybrid/Remote] within [City/State/Time Zone window]. For hybrid roles, expect [2–3] days/week in-office for close and collaboration.

For remote roles, secure home internet, camera-on meetings, and adherence to data security policies (MFA, VPN, device encryption) are required. Occasional overtime may be needed during close and audit periods.

Compensation and Benefits (Pay Transparency-Ready)

Pay range: [$X–$Y base salary], depending on location, experience, and qualifications.

Total rewards include [bonus/annual incentive], [401(k) with match], [medical/dental/vision], [paid time off and holidays], and [professional development/CPE/CPA support]. We post ranges to comply with pay transparency laws and will share how this role’s level maps to our internal compensation framework during interviews.

EEO and Inclusive Language

[Company Name] is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. If you need a reasonable accommodation during the application process, please contact [email/contact form].

How to Customize This JD for Your Business

Start with the template, then align tools, responsibilities, and salary to your size, industry, and level.

The goal is to define success clearly without over-specifying credentials that shrink your applicant pool. Use the comparisons below to select what applies, then remove what doesn’t.

By Company Size and Tech Stack (QuickBooks → NetSuite)

• Startup (pre–Series B; QuickBooks/Xero + Excel): Emphasize hands-on close, reconciliations, AP/AR support, and building processes/templates. Ask for advanced Excel and curiosity about automation.
• SMB (growing; QBO/Xero/Sage Intacct): Add fixed assets, revenue cut-off, and light consolidations; request experience with bank feeds, rules, and reconciliations at scale.
• Mid-market/Enterprise (NetSuite/Dynamics/SAP B1): Highlight multi-entity, intercompany, deferred revenue, fixed asset modules, and SOX-style controls; ask for saved searches/reports and change control awareness.
• Tool add-ons to list by maturity: Bill.com, Expensify/Ramp, FloQast/BlackLine, Avalara, ADP/Workday, Power BI/Looker. Only list tools you actually use.

By Industry (Nonprofit, Construction, Ecommerce/Retail, Manufacturing, SaaS)

• Nonprofit: Fund accounting, grant tracking, donor restrictions, and Form 990 schedules.
• Construction/Project-Based: WIP schedules, job costing, retainage, lien releases, and AIA billing.
• Ecommerce/Retail: Sales tax nexus (Avalara), inventory costing, chargeback analysis, and marketplace reconciliations.
• Manufacturing: Standard costing, BOM variances, inventory rollforwards, and COGM/COGS analysis.
• SaaS: ASC 606 revenue recognition, deferred revenue, ARR/MRR reporting, and billing system reconciliations.

By Seniority (Entry-Level vs Experienced)

• Entry-level: Focus on reconciliations, routine journal entries, documentation, and learning the close calendar; CPA progress optional.
• Experienced: Add ownership of close areas (e.g., revenue, payroll, fixed assets), variance analyses, process improvements, and mentoring of juniors; CPA preferred but not required.

Core Responsibilities Explained (With KPIs)

Clarity on outcomes turns a duty list into performance.

General Ledger and Month-End Close (Target: 5–8 days to close)

A Staff Accountant owns recurring entries, cut-off, and close checklists to deliver timely, accurate financials.

Aim to close in 5–8 business days for SMBs and 8–10 for multi-entity teams, reducing over time.

Example tasks include:

• Preparing accruals
• Posting prepaids and amortization
• Coordinating with AP/AR for cut-off

Track on-time task completion and post-close adjustment counts.

The takeaway: publish a close calendar with owners, due dates, and quality checks.

Account Reconciliations and Variance Analysis (Accuracy and Aging KPIs)

Reconciliations safeguard balance sheet integrity and prevent surprises.

Target:

• 100% of key accounts reconciled monthly
• Reconciliation aging under 30 days
• Immaterial reconciling items by month-end

Variance analysis should explain material movements with data-backed drivers (volume, price, timing).

Maintain standardized recon templates and attach support to strengthen audit readiness.

The takeaway: schedule monthly reviews to clear aging items and document explanations.

Financial Reporting and Support for Audits (GAAP/SOX)

Staff Accountants prepare schedules, tie-outs, and support for external auditors, following GAAP and internal control policies.

Success looks like:

• Zero material misstatements
• Clean audit PBC lists delivered on time
• Documented evidence of reviews

In SOX or pre-IPO environments, emphasize segregation of duties, change management, and control narratives. Use naming conventions and version control to keep files audit-ready.

The takeaway: build an audit binder with indexed support and reviewer sign-offs.

AP/AR Support, Payroll Coordination, and Tax Compliance

While not primary owners, Staff Accountants partner with AP/AR to validate cut-off, aging, and reconciliations. They coordinate payroll entries and benefits accruals and assemble sales/use tax support.

Define boundaries in your JD to avoid role creep: “support” means reconciliation and review, not full-cycle ownership unless specified. Clear swim lanes prevent burnout and protect controls.

When needed, document handoffs in your close checklist.

The takeaway: write what “support” includes so priorities stay balanced.

Qualifications and Requirements (What to Ask For—and Why)

Right-size requirements to attract capable candidates without over-narrowing the pool.

Focus on the skills that drive a clean close and reliable reporting, then mark extras as “preferred” to widen reach.

Technical Skills (ERP, Excel/Power Query, BI)

• ERP proficiency: QuickBooks Online or Xero at startups; NetSuite, Sage Intacct, or Dynamics for mid-market
• Excel fluency: pivot tables, XLOOKUP, SUMIFS; Power Query/Power Pivot for automation
• Reconciliation excellence: standardized templates, tie-outs, and documentation discipline
• Reporting: build schedule workbooks; basic BI dashboards in Power BI/Looker helpful
• Internal controls: prepare evidence, follow review/sign-off workflows, and propose control improvements

Soft Skills (Detail, Ownership, Communication)

• Detail orientation to reduce error rates and rework
• Ownership and follow-through across the close and audits
• Clear communication with non-finance partners to resolve issues fast
• Prioritization under deadlines and willingness to raise risks early
• Continuous improvement mindset to streamline processes and reduce manual work

Education, CPA, and Alternatives

A bachelor’s in Accounting/Finance is standard, but related degrees with strong coursework can work.

CPA is preferred for growth trajectories or public-company environments but is not required for most Staff Accountant roles.

Alternatives include:

• CPA-in-progress
• Post-bacc accounting certificates
• Demonstrated mastery via internship/co-op, GL ownership, and measurable close improvements
• State equivalencies and experiential pathways that widen your candidate pool

Salary, Total Rewards, and Market Competitiveness

Pay transparency and realistic ranges increase qualified applicants and reduce time-to-fill.

Calibrate compensation to your market and responsibilities, then explain how progression works to set expectations.

Setting a Competitive Salary Range (Pay Transparency Tips)

• Benchmark locally by level and tools scope; adjust for cost-of-labor (geo differentials) and total rewards.
• Example US ranges for 2025: Entry-level $55,000–$70,000; Experienced $70,000–$90,000; High-cost markets may reach $80,000–$100,000+. Adjust upward for SOX, multi-entity, or NetSuite expertise.
• Post base range plus bonus eligibility and benefits; note how candidates progress within the band and when ranges are reviewed.
• Comply with applicable laws (e.g., CA/CO/NY/WA) by including range, benefits overview, and how pay is determined.

Benefits That Attract Accountants

• CPA/CPE support: paid study time, fees, and annual CPE budget
• Flexible/hybrid schedules with predictable close-week expectations
• Modern tools and automation (e.g., FloQast/BlackLine, Power BI) and training
• 401(k) match, robust health coverage, mental health benefits
• Professional development stipends and clear promotion pathways

Interview Questions and Screening Tasks

Evaluate for fundamentals, systems savvy, and ownership—not just resume keywords.

Use a mix of behavioral prompts and practical exercises to confirm close-readiness and documentation discipline.

Behavioral and Technical Questions

• Walk me through your month-end close responsibilities and the close timeline you’ve supported.
• How do you approach a reconciliation with recurring variances? Share a recent example and fix.
• Which Excel functions do you use most for analyses, and why? Show an example.
• Tell me about a time you improved a close process or control. What changed and what was the impact?
• Describe your experience with [QuickBooks/NetSuite/Intacct]. Which reports or saved searches did you rely on?
• How do you handle competing deadlines during close and an audit PBC request?
• Explain deferred revenue or accruals to a non-finance partner.
• If you found a material error after the close, what would you do first?

Practical Tasks (Reconciliation, Close Entry, Excel Exercise)

• Reconcile a sample bank account or AR aging with two intentional discrepancies
• Prepare three journal entries (payroll accrual, prepaid amortization, revenue cut-off) from provided data
• Build a quick Excel variance analysis using pivot tables and XLOOKUP/INDEX-MATCH
• Review a mock P&L and flag top three anomalies with likely root causes
• Draft a short memo documenting a new reconciliation process and control

30/60/90-Day Success Plan (Tie to JD)

Set expectations and measure early wins to accelerate ramp-up.

• By 30 days: complete onboarding, own 2–3 reconciliations, and document one process.
• By 60 days: own a defined close area, reduce recon aging, and deliver a small automation (e.g., Power Query template).
• By 90 days: independently run assigned close tasks, present a variance review, and propose a control or process improvement with measurable impact.

Staff Accountant vs. Senior Accountant vs. Accounting Clerk vs. Bookkeeper

• Staff Accountant: Owns GL entries, reconciliations, and close tasks under supervision; builds analyses and supports audits.
• Senior Accountant: Adds complex areas (revenue, consolidations), reviews others’ work, leads projects, and mentors staff.
• Accounting Clerk: Transactional processing (AP/AR data entry, invoice matching) with limited GL ownership.
• Bookkeeper: Small-business generalist handling day-to-day bookkeeping, payroll coordination, and basic reporting; may not perform GAAP-level close.
• Decision tip: If you need complex revenue/IC or to review others’ work, hire Senior; if you need transactional throughput, hire Clerk/Bookkeeper; if you need GL integrity and scalable close, hire Staff.

Compliance and Inclusive Hiring Checklist

A brand-safe, compliant posting widens your candidate pool and lowers risk.

Use the checklist below to keep language inclusive and disclosures complete before you publish.

EEO Statement and Anti-Bias Language

• Include a clear EEO statement and accommodation language.
• Avoid gendered words (rockstar, ninja), age-coded terms (digital native), and unnecessary physical requirements.
• Focus on must-have competencies; use “preferred” for nice-to-haves.
• Offer equivalent experience as an alternative to strict credentials when possible.
• Template: “We value skills and potential. If you’re excited about this role but don’t meet every requirement, we encourage you to apply.”

Background Checks, Work Authorization, and Disclosures

• State if offers are contingent on background checks and which type (where legally allowed).
• Clarify work authorization requirements and whether sponsorship is available.
• Include pay range and a brief benefits overview to meet transparency laws.
• Link to your privacy notice and applicant data handling policy. When in doubt, consult counsel for jurisdiction-specific language.

FAQs

Is a CPA required for a Staff Accountant?

No—CPA is typically preferred but not required for a Staff Accountant, especially in private or SMB settings.

CPA becomes more valuable for public-company/SOX environments or roles with a clear path to Senior/Manager. Strong GL ownership and close experience can substitute for early-career candidates.

If advancement to Senior is expected soon, call out CPA-preferred to signal growth alignment.

The takeaway: hire for close execution first, then weigh CPA as a plus.

Who does a Staff Accountant report to?

Most Staff Accountants report to an Accounting Manager or Controller; in very small teams they may report directly to a CFO.

As companies scale, Staff roles may be aligned to senior or lead accountants for specific areas (revenue, fixed assets) with dotted lines to cross-functional partners. Clear reporting lines speed decisions and reviews during close.

Document approvers in your close checklist so ownership is unambiguous.

The takeaway: name the manager and reviewers in the JD to set expectations.

What are the must-have skills vs nice-to-have?

Must-haves:

• GAAP fundamentals, GL entries, and reconciliations
• ERP and Excel proficiency
• Clear communication and deadline discipline

Nice-to-haves:

• NetSuite/Intacct experience, BI tools, SOX exposure
• Industry-specific knowledge (ASC 606, WIP, fund accounting)
• CPA or CPA-in-progress

Download/Copy: JD Template + Industry Add-Ons

Copy the template sections above into your job post, then paste the relevant industry add-ons and tech stack notes to tailor the responsibilities.

Before publishing, finalize your pay range, add your EEO statement, and confirm remote/hybrid expectations and security requirements.

Post with clear KPIs and a 30/60/90 plan to attract candidates who can deliver from day one.