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Position Summary

Supervise the Institute’s accounts payable, revenue receipt and reconciliation functions, and Accounting Specialist position. Perform general ledger account reconciliations and journal entries for month- and quarter-end closing processes. Administer employee expense reimbursements and provide assistance to the Accounting Manager and Controller for the fiscal year-end audit and tax filings. Assist the Accounting Manager and Controller with department compliance of policies and implementation of procedural changes, internal controls, and process improvements.

Major Duties and Responsibilities (Essential Functions)

• Serve as the primary Accounting Supervisor and oversee the functions performed by the Accounting Specialist; review work performed for accuracy, timeliness, and compliance with GAAP, Institute and department policies, and budgets; supervise, train, and provide back-up for department staff.
• Provide coverage for internal, bi-weekly payroll including taxes, benefits withholding, reconciliations, and retirement filings.
• Oversee the Accounts Payable function by reviewing data entry for accuracy, ensuring vendors are paid on a timely basis, new bank information has been verified, processing electronic payments, reviewing weekly payment selections and releasing EFT files to bank; review 1099 reporting process by the Accounting Specialist to ensure accuracy and timely filing.
• Perform general ledger account reconciliations and journal entries for assets and liabilities for month- and quarter-end closing processes and ensure accuracy of accounts.
• Assist Accounting Manager with maintenance of the Institute’s fixed assets, construction-in-progress (CIP) projects, and depreciation in accordance with GAAP and Institute policy; create assets for property and equipment and place in-service; communicate with various department managers regarding status of CIP projects to determine when projects have been completed and place in-service.
• Assist the Accounting Manager with the annual inventory process by organizing and managing physical inventory events and performing counts and reconciliations.
• Administer Museum Shop and Admissions cash including management for seasonal fluctuations in revenue; perform periodic internal audits of cash with Accounting Manager; supervise bank deposits, petty and courier cash, and cash reconciliations by Accounting Specialist.
• Perform monthly reconciliations of point-of-sale and website revenue systems and resolve any discrepancies.
• Administer the employee expense reimbursement function and provide guidance on adequate supporting documentation for government, audit, and Institute policy compliance.
• Train, manage and review all other functions performed by Accounting Specialist including budget entry, revenue receipts, monthly allocations, and credit card and combination ticket sales revenue reconciliations.
• Perform journal entries, calculations, analysis, and reports as necessary for CFO/COO, Controller, Accounting Manager, and senior staff to assist with financial reporting, HR, and compliance as needed.
• Assist Accounting Manager with fiscal year-end audit and federal and state information return filing by providing supporting documentation, performing analysis and reconciliations, and providing reports as needed.
• Review and maintain IRS Form W-8BEN for residents of foreign countries providing services in U.S. to ensure proper taxation occurs, make required tax deposits, and prepare year-end IRS Form 1042 and 1042-S tax filings.
• Maintain and renew the Institute’s annual Value Added Tax (VAT) exemption certificates.
• Perform other duties as assigned.

Salary Range: $66,800-$73,850/yr.