What are the responsibilities and job description for the Accounting Coordinator position at ArtsQuest?
Brief Description
The Accounting Coordinator supports daily accounting operations for a large nonprofit organization with primary responsibility for accounts payable, accounts receivable, cash activity, and related journal entries. This role plays a key part in ensuring accurate financial records, timely vendor and customer processing, strong internal controls, and support of month-end close and compliance requirements. The ideal candidate is detail-oriented, organized, and experienced in AP/AR functions within a high-volume, multi-entity environment.
Responsibilities
Accounts Receivable
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Regularly required to communicate, either verbally and/or in writing. Frequently required to stand; walk, stoop, bend, crawl, kneel; use hands to finger, handle or feel; and reach with hands and arms. Frequently required to lift up to 10 pounds, and up to 25 pounds occasionally, with or without reasonable assistance.
Frequently required to travel between our facilities, using reliable transportation. Employee may
occasionally be required to travel offsite for business meetings.
Employee should have the ability to read, write and communicate in English; bi-lingual ability in Spanish or other language is a plus.
Position Type/Expected Hours of Work
This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., however the employee must be willing and able to work outside normal business hours to support our events and activities throughout the year as needed, including evenings, weekend and holidays when necessary and during events and festivals.
Travel: Travel is required between buildings, for off-site meetings and events and is expected for this position. Employees should have a reliable means of transportation to enable them to travel between our buildings, facilities and festivals.
Working Conditions
ArtsQuest demonstrates its Core Values of: Serve our Communities, Be Curious, Act Generously, Be Transparent and Find Joy in all aspects of our culture. It is our goal to maintain these values to consistently deliver exceptional experiences to our employees and our community.
Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization’s achievement as well.
ArtsQuest is a workplace where all employees feel valued and respected whatever their age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and encourage our employees’ characteristics that make them unique, because we value and appreciate life experiences.
FLSA Status: Non-Exempt/In-Person
The Accounting Coordinator supports daily accounting operations for a large nonprofit organization with primary responsibility for accounts payable, accounts receivable, cash activity, and related journal entries. This role plays a key part in ensuring accurate financial records, timely vendor and customer processing, strong internal controls, and support of month-end close and compliance requirements. The ideal candidate is detail-oriented, organized, and experienced in AP/AR functions within a high-volume, multi-entity environment.
Responsibilities
Accounts Receivable
- Process daily AR deposits, payments, receipts, and PayPal transactions
- Prepare and post recurring and ad-hoc AR invoices (sponsorships, tenants, events, and other revenue streams)
- Prepare daily and weekly AR journal entries
- Reconcile AR activity to specific revenue areas and hospitality/events income
- Monitor receivables and send customer, tenant, and sponsorship payment reminders
- Manage invoice intake, review, and routing though AP automation system called PaperSave
- Download utility, vendor, and credit card invoices from online portals
- Process AP payments including checks, ACH, and wire transfers
- Prepare AP cash requirements and monitor AP aging
- Assist with vendor maintenance and new vendor setup, including W-9’s
- Initiate ACH and wire payments and retain confirmation documentation
- Upload positive pay files and review check exceptions
- Review and reconcile credit card transactions
- Associate degree in Accounting, Finance, or related field (or equivalent experience)
- 1-3 years of experience in accounting, bookkeeping or related field with emphasis on AP and AR, nonprofit experience preferred
- Experience with accounting systems and online banking platforms. Blackbaud and PaperSave experience a plus.
- Strong Excel skills and strong attention to detail
- Ability to manage deadlines and work independently
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Regularly required to communicate, either verbally and/or in writing. Frequently required to stand; walk, stoop, bend, crawl, kneel; use hands to finger, handle or feel; and reach with hands and arms. Frequently required to lift up to 10 pounds, and up to 25 pounds occasionally, with or without reasonable assistance.
Frequently required to travel between our facilities, using reliable transportation. Employee may
occasionally be required to travel offsite for business meetings.
Employee should have the ability to read, write and communicate in English; bi-lingual ability in Spanish or other language is a plus.
Position Type/Expected Hours of Work
This is a full-time position. Normal business hours are Monday through Friday, 8:30 a.m. to 5:00 p.m., however the employee must be willing and able to work outside normal business hours to support our events and activities throughout the year as needed, including evenings, weekend and holidays when necessary and during events and festivals.
Travel: Travel is required between buildings, for off-site meetings and events and is expected for this position. Employees should have a reliable means of transportation to enable them to travel between our buildings, facilities and festivals.
Working Conditions
- ArtsQuest offices are smoke-free.
- Ability to work harmoniously in a diverse office environment
- Normal working environment is mostly indoors, however, the ability to work indoors and outdoors in all types of weather conditions during festivals and events is required.
ArtsQuest demonstrates its Core Values of: Serve our Communities, Be Curious, Act Generously, Be Transparent and Find Joy in all aspects of our culture. It is our goal to maintain these values to consistently deliver exceptional experiences to our employees and our community.
Our employees are the most valuable assets we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our reputation and the organization’s achievement as well.
ArtsQuest is a workplace where all employees feel valued and respected whatever their age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and encourage our employees’ characteristics that make them unique, because we value and appreciate life experiences.
FLSA Status: Non-Exempt/In-Person