Accounting Specialist

About the Clark

The Clark is a leading cultural institution and actively seeks employees who are energized and motivated by its dual mission as an art museum and a center for research and higher education, dedicated to advancing and extending the public understanding of art. The Clark’s mission and its geographical location define three essential aspects of its character and identity: the quality of its art, the beauty of its pastoral setting, and the depth of its commitment to the generation of ideas.

Clark employees enjoy the opportunity to live and work in the Berkshires of Western Massachusetts, a place of rich natural beauty, a dynamic environment defined by its deep cultural resources, and a region that is growing as both a center of innovation and a major tourist destination.

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.

• 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, confirm they have not already been 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
  
  Ora 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.

• 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…