Accounts Payable Specialist

The Des Moines Art Center is a museum, art school, and sculpture park that welcomes on average 350,000 visitors annually. One of the oldest cultural organizations in the state and a beacon of inspiration, innovation, and learning in the capital city of Iowa, the Art Center stewards an exceptional collection of art and architecture, stimulates profound conversations about art, ideas, and society, and inspires the creativity of new generations of artists. It exists to catalyze meaningful encounters with art and people and build creative, empathetic communities.

Position Summary

The Art Center's Accounts Payable Specialist performs a wide range of technical accounting tasks, including financial transaction coding, establishing and maintaining accounting records for reporting, and performing control activities.

The ideal candidate is detail-oriented, organized, and committed to accuracy. They are proactive, dependable, and able to manage multiple priorities while meeting deadlines. They communicate effectively, build positive relationships across the organization, and handle confidential information with professionalism and integrity.

Reporting Relationship

This position reports to the CFO and has frequent contact with Department Heads and other organizational staff.

Essential Functions

Responsible for accounts payable processes, including verifying expenses and posting transactions involving cash receipts, disbursements, and/or accounts payable and accounts receivable to general ledger accounts.

Accounts Payable

• Receive, organize, and properly enter all accounts payable invoices.
• Track all correspondence with vendors and resolve vendor inquiries as they pertain to the payable function.
• Administer employee expenditures, including but not limited to credit card statements and expense reimbursements.
• Process bi-weekly AP check runs and instructor check runs on a timely basis
• Process and record automatic ACH, EFT, and wire payments received at the bank.
• Maintain accurate filing of invoices and payments.
• Stay proactive in obtaining all necessary invoices on a timely basis
• Preparation and distribution of annual IRS Form 1099 for applicable payees.
• Execute daily processes and controls accurately and in a timely manner, ensuring compliance with finance and organization policies

General Accounts Receivable

• Collaborate with the Accountant to ensure membership and donor payments are allocated correctly
• Process and record daily Tessitura, POS transactions, café, wire, and ACH payments received through the bank in the accounting system.
• Deposit daily bank deposits

Month-End and Reporting

• Perform general ledger account reconciliation, including preparation of journal entries for accounts payable, accrued liabilities, petty cash, and prepaid accounts.

Administrative support

• Mail monthly membership renewal letters and monthly reminders to those contributing via family foundation or donor-advised funds.
• Distribute pledge reminders, new member quarterly letters, and mailing lists.
• Maintain company contracts, ensuring appropriate filing conventions and document retention.
• Assists the Staff Accountant and Accountant with providing staff training on internal finance processes/procedures.
• Provide administrative assistance (such as scheduling meetings, taking meeting notes, etc.) for all finance-related meetings

Other Responsibilities

• Assist the CFO and Staff Accountant with annual audit, 990, and other annual reporting processes.
• Handle highly confidential information, including payroll.

Qualifications, Knowledge, Skills and Abilities

• Minimum two (2) years of experience in an accounting or finance position
• Non-profit experience preferred
• Knowledge of standard accounting practices and procedures.
• Demonstrated high proficiency with Microsoft Office, particularly with Microsoft Excel.
• Strong organizational and communication skills. Interacts effectively with staff across the organization.
• Attention to detail and ensuring accuracy of data.
• Ensures compliance with accounting standards, grant requirements, and internal policies and procedures in all activities performed.

Education, Experience, and/or Certification

Associate's degree in Accounting preferred.