Job Title: Finance and Membership Specialist
Location: Yellowstone Art Museum, Billings MT
Terms: Salaried full-time employment
Salary/rate: $48,000-$54,000, Exempt
Position Summary
The Yellowstone Art Museum seeks a highly organized and detail-oriented Finance & Membership Specialist to oversee the museum's bookkeeping, financial administration, membership data management, and selected human resources functions. This position serves as the museum's primary internal financial administrator, responsible for daily financial operations, budget tracking, membership database management, and coordination with the museum's external accounting service.
The Specialist will play a critical role in supporting museum operations by ensuring accurate financial records, maintaining membership data and reporting, managing special event accounting, and providing administrative support across the organization. Approximately 10% of the position's responsibilities are dedicated to human resources administration.
Essential Responsibilities
Financial Administration & Bookkeeping (50%)
· Prepare and process daily bank deposits and ensure timely recording of all financial transactions.
· Maintain organized and accurate financial documentation and filing systems.
· Serve as the primary liaison between the museum and its contracted accounting service.
· Coordinate the exchange of financial records, reports, and supporting documentation.
· Assist with month-end and year-end financial closing processes.
· Assist with audit preparation, tax filings, and financial compliance requirements.
· Ensure compliance with established financial policies and procedures.
Data Analytics
· Collect, maintain, and analyze organizational data and statistics.
· Prepare reports related to attendance, membership, earned revenue, and program participation.
· Support grant reporting, board reporting, and strategic planning initiatives through accurate data collection and presentation.
· Develop and maintain reporting systems that support organizational decision-making.
Special Event Accounting
· Serve as the lead on-site accounting representative for the museum's annual Art Auction and other fundraising or special events.
· Track event revenue and expenses, ensure accurate financial documentation.
· Coordinate with staff, volunteers, and vendors to support financial procedures during events.
· Prepare post-event financial summaries.
Budget Development & Financial Monitoring (10%)
· Support the development of the museum's annual operating budget.
· Monitor departmental and organizational budgets throughout the fiscal year.
· Track restricted and unrestricted funds and support grant-related financial reporting.
· Assist in forecasting and long-term financial planning efforts.
Membership Administration & Data Management (30%)
· Manage all museum membership records, renewals, and data integrity within the museum's membership database.
· Process new memberships, renewals, upgrades, and member correspondence.
· Process all museum donations, gifts, grants and correspondence.
· Maintain accurate constituent, donor, and membership information.
· Generate membership reports and analytics to support fundraising, marketing, and strategic planning efforts.
· Track membership trends, retention rates, and other key performance indicators.
· Support membership campaigns and stewardship activities through data management and reporting.
Human Resources Administration (10%)
· Provide administrative support for museum human resources functions.
· Assist with onboarding and offboarding processes.
· Maintain personnel files and employee records in accordance with applicable laws and organizational policies.
· Coordinate benefits administration and employee documentation.
· Support payroll preparation and communication with external payroll and accounting providers.
· Assist with staff training records, policy updates, and compliance tracking.
Required Qualifications
· Associate's degree in accounting, finance, business administration, human resources, or a related field; or equivalent professional experience.
· Minimum of five years of experience in bookkeeping, financial administration, office management, or a related field.
· Experience managing databases and maintaining accurate records.
· Strong proficiency with accounting software, spreadsheets, and database systems.
· Excellent organizational, analytical, and problem-solving skills.
· Strong attention to detail and ability to maintain confidentiality.
· Ability to work independently while collaborating effectively with staff, vendors, and external service providers.
Preferred Qualifications
· Experience in nonprofit accounting and fund accounting.
· Experience working in a museum, arts organization, or other nonprofit setting.
· Familiarity with membership management systems, donor databases, or CRM platforms.
· Experience supporting human resources administration.
· Knowledge of event accounting and fundraising operations.
Key Competencies
· Financial management and accountability
· Data integrity and database administration
· Membership and constituent services
· Analytical thinking and reporting
· Confidentiality and professionalism
· Communication and relationship management
· Project coordination and organization
· Customer service and member engagement
The Yellowstone Art Museum’s open-door policy is intended to ensure that all employees are treated with dignity, equity, respect, and trust. All employees are expected to participate in open and honest communication whereby employees respect input they receive, they listen, clarify, and strive for consensus.
The YAM is Equal Opportunity Employer, celebrating diversity in all forms and in all aspects of our work.
Applicants from all walks of life and identities, including persons of color, LGBTQ+, are strongly encouraged to apply.
To Apply:
The position will remain open until filled. To apply, please submit a cover letter, resume, and references to [email protected]. No phone calls, please.
Pay: $48,000.00 - $54,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
