This position serves as the Museum’s chief financial, compliance, and human resources officer. It is responsible for and manages all financial reporting, budgeting, grants/funding awards administration, cash and other income from earned and contributed sources, insurance, and income/expense associated with fundraisers. It manages personnel as regards time management, payroll, and benefits. It ensures adherence to correct accounting and legal requirements for non-profits and prepares all reports associated with accounting, payroll and any other business-related activities. This position serves as the primary link to outside payroll preparation, legal counsel, and accounting as needed, including the annual outside audit. It works closely with all staff to prepare and monitor departmental budgets and with contractors associated with capital or other special projects. This full-time position manages the work of the Bookkeeper, and reports to the Museum’s Director.
Requirements for this position include a Bachelor’s Degree in accounting or some aspect of business management, strong skills in attention to detail, and a habit of accuracy. Personal work habits should include the ability to work with and nurture accuracy in others, a capacity to meet deadlines consistently, to effectively manage multiple projects simultaneously, and to work independently while within the framework of an organizational work plan.
Specific duties of this position are:
*to open all incoming mail, distributing it as appropriate and overseeing the work of the Executive Assistant regarding mail, money received, and deposits;
*to review all incoming money once processed – cash, checks, credit cards – coding it to the correct area in the Museum’s accounting software and reviewing daily income reports prior to the Director’s and Treasurer’s review;
*to manage, receive, and account for all rental income associated with the Museum’s building and grounds, including rents or leases associated with resident artists or any other entity or individual that uses space either on a regular or occasional basis;
*to manage an effective and accurate billing and record-keeping system for accounts receivable, including that for educational activities, special programs, maintenance and repair work, and all pledged donations and memberships;
*to provide correct and complete financial information for all funding proposals, working closely with the development staff to do so;
*to manage all income associated with ticket sales for special events or tours, to include but not limited to Mistletoe Market, Haunted Hill, films, Dining..fit for a king, and incoming or outgoing group tours;
*to manage accounts payable, including a thorough purchase requisition process and a timely, regular payment process that includes responsible usage of the Museum’s credit cards and their regular reconciliation;
*to serve as the Museum’s primary budget coordinator, assisting the Director in budget development and management and working closely with all staff to develop and manage annual departmental budgets;
*to ensure a regular transfer of information to the Museum’s outside accounting contractor - who reconciles all bank accounts, credit card accounts, and prepares the bi-monthly payroll - to provide accurate and timely monthly financial reports to the Director and Board of Trustees’ Finance and Executive Committees, as well as reports for the full board;
*to process the bi-monthly payroll, ensuring its timely delivery and bank account transfers as appropriate to cover it;
*to maintain all Museum bank accounts and keep current and accurate its permanently and temporarily restricted accounts;
*to administer the benefits program for all staff to include primary responsibility for monitoring, evaluating, and reporting on all staff work hours to ensure appropriate time is worked according to the Museum’s policies as well as those of the state and federal governments;
*to keep track of and report on all staff leave and paid time off, ensuring its appropriate approval at all times;
*to keep and manage all personnel files, ensuring they are up-to-date and complete according standard accounting policies and state and federal regulations;
*to manage and administer the Staff Handbook, making changes to it only as directed through written approval by the Director and Executive Committee and keeping documentation of such changes in the Handbook as well as the board minutes book;
*to ensure that all Museum attendance numbers are collected monthly, recorded accurately, and up-to-date reports are prepared for use by the Director, development and marketing staff, as well as any other members of the staff or public that requests such numbers; (collecting and recording responsibility is with Executive Assista
*and other duties as assigned by the Museum’s Director.
Pay: From $40,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
