Account Specialist I

Position Summary

The Accounting Specialist I will process accounts payable, corporate credit cards, and daily point of sale reconciliations. Maintain the accounts payable e-mail account, track all invoices received, ensure coding and approvals are received on a timely basis and process timely payments of accounts payable. Review all accounts payable payments at the end of the calendar year and review Form 1099 requirements to ensure all 1099 income has been identified properly and process Form 1099 forms per IRS guidelines. Provide financial analyses and reports to department managers and their staff, as requested. Perform periodic reviews of departmental revenue and expense activity for accuracy and completeness and prepare reclassification entries as needed. Provide back-up coverage during absences.

Major Duties and Responsibilities (Essential Functions)

Accounts Payable

• Record all accounts payable transactions and process payments by check, EFT and wire transfer for all contract and non-employee vendors, in accordance with Institute policies and vendor terms. Review all vendor invoices, ensuring adequate supporting documents, verifying accounting codes, and authorizations. Follow-up with originating department, as needed. Investigate any apparent invoice discrepancies. Report all independent contractors as new hires on the MA Tax Connect website.
• Manage American Express corporate credit card transactions and payments. Reconcile American Express corporate accounts, ensure all expenses are recorded and receipts are received.
• Process online payments for all online vendors excluding employee benefit invoices. Ensure timely payments are made and recorded in the accounting software.
• Process all wire payments in online banking. Review all vendor invoices and documentation, review to confirm they are not already paid, ensure adequate supporting documents, verify accounting codes and authorizations. Ensure banking information has been verified and if foreign, review with the Accounting Supervisor for any tax withholding requirement. Follow up with the originating department, as needed. Investigate any apparent invoice discrepancies. Enter wires into accounting system following processing in online banking.
• Work with the Public Programs Department and IT to process timely report filing and payment of music licensing fees.
• Prepare and enter recurring and adjusting accounts payable entries into the accounting system. Submit for management review and approval.
• Respond to vendor inquiries; investigate statement balances. Verbally confirm vendors’ bank instructions. Maintain electronic and paper vendor files, ensuring appropriate information for accurate payment, independent contractor/new hire reporting for Massachusetts, annual Form 1099 tax filings, and audit trail. Follow-up with vendors for any outstanding vendor documents.
• Review all accounts payable payments at the end of the calendar year and review Form 1099 requirements to ensure all 1099 income has been identified properly and process Form 1099 forms per IRS guidelines.
• Maintain accounts payable vendor files with weekly filing of matched checks, payment vouchers, invoices, cash receipts and backup documentation.

Accounts Receivable

• Reconcile cash, checks and credit card sales 2-3 times a week for the Museum Shop and Admissions. Ensure adequate cash is contained in the Permavaults for Admissions and Museum Shop registers, as well as handling special cash requests for events. Maintain change boxes, provide change when needed and pick up cash from the bank with a second Finance staff member. Periodic collection of cash from Lunder Center at Stone Hill during open months with another member of Finance staff. Prepare and complete bank deposits and entry into general ledger.
• Receive checks for all payment types, divide deposits by payment type and perform daily check deposits. Provide the Accounting and Payroll Specialist II with copies of checks and documentation for restricted gifts and Hoffman house A/R payments. Record memberships, unrestricted contributions, A/R payments and ledgers into accounting software.
• Maintain the petty cash account, providing payments as needed, including courier payments and keeping appropriate documentation of any cash removed from the box.
• Create invoices for WACC’s monthly rent and utilities on a timely basis. Submit to the Accounting Supervisor for approval before sending. Process online payments when received in the A/R module.
• Create invoices as requested by departments. Submit to the Accounting Supervisor for approval before sending. Process the payment when received in the A/R module.
• Perform quarterly reconciliation of combination ticket sales for institutions with working relationships with the Clark, process payments, and record in general ledger. Review and report any discrepancies between venues’ ticket sales to Visitor Services.

Other Duties

• Provide assistance with physical inventory count and reconciliation as needed.
• Entry of assigned new fiscal year budgets into the accounting system.
• Maintain proficient working knowledge of the following software and systems: MIP Fund Accounting, Counterpoint POS, Tessitura, Ayden, Vantiv and NCR Secure Pay reporting, Hive, Box, banking remote deposit capture (RDC), Microsoft Excel, and Word.
• Enter allocations into the accounting system based on spreadsheets received from other departments of monthly charges for office supplies, and postage.
• Assist in providing documents for the quarterly closings, fiscal year-end closing, and annual financial audit.
• Provide backup for Payroll and Accounting Specialist II and other duties as assigned.
• Other duties as assigned.

Hiring Hourly Range: $21.60-$23.90

Minimum Qualifications

• High school education or equivalent required; Associate’s degree preferred.
• Minimum of 1 year of relevant experience required.
• Ability to work well independently and within a team, using a keen eye for detail, excellent problem-solving abilities, commitment to superior customer service, and demonstrate a high level of discretion and confidentiality.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

This position requires the ability to sit at a desk/workstation and use a computer for prolonged periods of time.

Work Environment:

Work will be performed in an office environment and museum spaces. The noise level in the work environment is usually low to moderate. Ability to move up to 20 lbs. occasionally