Staff Accountant & Administrative Assistant

Job Title:
Staff Accountant & Administrative Assistant

Department:
Finance & Administration

FLSA Status:
Non-Exempt

Employment Status:
Full-Time

Union Position:
Yes

Grade Level: 1

Reports to:
Accounting Manager

Salary: $55,460.97

POSITION DESCRIPTION
Reporting to the Accounting Manager, the Staff Accountant & Administrative Assistant is an entry level, full-time position taking responsibility for Accounts Payable, Accounts Receivable, Cash Receipts, Fixed Assets, Petty Cash, and Audit Document Preparation, in addition to providing administrative support for the Museum. This position is a union-represented position subject to terms of the Museum's agreement with Local 2110, UAW, Grade 1 position and is eligible for the New Museum's employee benefits programs.

This is a full-time position with regular working hours of 40 hours per week, Monday to Friday, 10:00 am - 6:00 pm with a salary of $55,.

RESPONSIBILITIES

Accounting

• Process payment requests for the Finance & Administration Team. Review invoices generated by staff, verifying coding and payment information, eliminating duplicates, and assuring proper approval. Prepare checks and ACH vouchers on a weekly basis in coordination with the Accounting Manager and Director of Finance & Administration.
• Maintain filing of vendor information, invoices, schedules, and other important documents including 1099 vendor data.
• Review monthly expense reimbursement and purchasing card transactions for proper approval, coding, accuracy, and support.
• Prepare weekly cash deposits and remote check deposits.
• Prepare cash receipt entries for credit card transactions, check deposits, admissions, and store.
• Maintain and reconcile primary petty cash for the Museum.
• Maintain fixed asset schedule, entering assets and disposals and calculating monthly depreciation expense.
• Support government grants acquittal requirements for the capital building project, including a clear understanding of grant acquittal requirements; coordinate, collect, organize and verify all required supporting documentation, and ensure all reporting and submission timelines are met.
• Support Accounting Manager, Director of Finance & Administration, and VP of Finance & Administration in related tasks and projects within the scope of the position as assigned (i.e. audit work paper preparation, financial schedules, reports, and journal entries).

Administrative

• Monitor the office equipment including printers, copy machines, fax machine, and postage machine. Coordinate associated service needs. Monitor lease renewals/terminations and equipment return.
• Maintain supply room and office areas in an orderly fashion.
• Sort and distribute incoming mail and faxes and meters outgoing mail/Fedex/UPS. Arranges messenger services.
• Order office supplies/coffee/various materials needed for all Museum activity and tracks inventory. Receive all ordered supplies and checks them against packing slips.
• Maintain and archive accounting files.
• Monitor general New Museum information email account.
• Track publication royalty statements.
• Other duties and special projects, as assigned by the Accounting Manager, Director of Finance & Administration, and VP of Finance & Administration within the scope of the position.

QUALIFICATIONS
The successful applicant will possess a positive and professional attitude in working collaboratively with colleagues, staff, and the Museum's diverse constituencies. Associate's degree in accounting is required with a minimum of one year of hands-on accounting experience. Strong proficiency with Microsoft Office applications is expected. Applicants with experience using Abila MIP and/or Quick Books accounting software will be given additional consideration.

Prior experience with office administration is preferred.

BENEFITS AND PAID TIME OFF & HOLIDAYS

We offer a full comprehensive benefits package that includes Medical, Dental, Vision, Employee Assistance Program (EAP), Flexible Spending Account (FSA), Health Reimbursement Program through the Difference Card, Commuter Benefits Program through the Difference Card, Voluntary Short Term Disability Plan and Long-Term Disability, Life Insurance, Retirement Plan, and other voluntary benefits.

We offer full-time employees 15 days of paid time off, 8 sick days off and 13 holidays off as applicable through the fiscal year.

We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this

Job Description describes you, then please apply for this role.

ABOUT THE MUSEUM

The New Museum's mission is simply "New Art, New Ideas." Founded in 1977 by curator Marcia Tucker with a bold vision of presenting contemporary culture in a critical and scholarly context, the New Museum has been a leader among contemporary art museums for over 40 years and is among the most respected internationally for its risk-taking curatorial program. The New Museum is a center for exhibitions, information, and documentation about living artists from around the world, focusing on emerging and…