The accounting clerk is responsible for maintaining accurate financial records of the Museum's cash transactions. Duties include maintaining daily cash receipts, preparing reports and supporting spreadsheets. This position processes and maintains invoices and payments, reconciles vendor accounts, investigates discrepancies, and ensures that proper approvals are obtained.

This position requires strong attention to detail and time management skills to complete tasks according to schedule. The accounting clerk is required to expend such personal efforts as may be needed to keep up with advances in subject matter information related to this position.

Essential Duties:

The specifications described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsible for processing and recording all incoming payments.

Preparing bank deposits.

Reconciling accounts.

Responsible for accurately recording accounts payable transactions.

Manage the weekly check run, including check, ACH, and credit card payments.

Perform monthly accounts payable close, including ensuring proper cutoff and assisting with accrual journal entries and related reconciliations.

Manage vendor relationships, including, but not limited to, reconciling vendor statements, processing credit card applications for new vendor requests, contacting vendors to establish favorable payment terms and/or discounts, managing W-9 forms, and preparing annual 1099 submissions.

Perform bank reconciliations and follow-up on outstanding accounts payable checks that have not cleared the bank.

Prepare reconciliations and supporting documents as needed for grant reporting and annual financial audits.

Knowledge, Skills & Abilities:

The candidate may have any combination of education and experience but should possess the required skills and knowledge for successful performance. Our general minimum requirements are:

Integrity: Extensive access to confidential information requires extreme security, sensitivity, and discretion to protect the museum and its employees.

Organization: Remain highly organized and pay close attention to each detail to ensure all financial records and transactions contain appropriate and accurate information. Ensure that all procedures are properly executed.

Collaboration: We work in a team-oriented environment, so it is vital that our employees maintain effective interpersonal relationships. Team members must be good at active listening, conflict management, cooperation, facilitation, negotiation, and be open to feedback.

Communication: Our employees should always communicate and act in a respectful manner when working with others, including those from outside the museum. The ability to process and handle confidential information with discretion and to handle difficult and stressful situations with professional composure is vital for this position. This job requires the ability to communicate effectively in both oral and written form using the English language.

Problem-Solving: Things don't always go as planned. This job requires the ability to understand and follow instructions while recognizing, analyzing, and solving a variety of problems. The accounting clerk should exercise sound judgment to make minor decisions in the absence of the controller.

Time Management: The ability to work well under pressure and handle several projects at once in order to meet the varying needs of the museum is fundamental to this role. The employee must be self-motivated, well-organized, and flexible. A strong ability to multi-task and work with competing deadlines and varying priorities without compromising attention to detail or quality of work is essential.

Computer Proficiency: This position requires substantial computer work. A high degree of comfort and proficiency with computer technology and software, especially Microsoft Office, is important. The ability to learn new systems, as needed, is also beneficial.

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Accounting Clerk