Staff Accountant Disbursement Specialist

The purpose of the Staff Accountant Disbursement Specialist is to provide general accounting, payroll, clerical, and administrative work in accordance with established processes. This position requires strong analytical skills, as well as constant interaction with museum and accounting staff.

DAILY DUTIES

• Responsible for all aspects of Accounts Payable function for all required checkbook entities
• Responsible for the daily entries relating to credit card activity and incoming bank debits 
• Create and post various disbursement related entries or book accruals when required
• Disburse, administer, and reconcile petty cash
• Create benefits disbursement backup allocations
• Assist department managers with any questions, i.e., pull invoices, analyze expense accounts
• Research and correct discrepancies with G/L accounts
• Troubleshoot and resolve any problems arising with invoices for managers, employees and vendors
• Perform payroll entry and submission while working closely with HR, Accounting staff, and other department managers/directors to ensure all exceptions are accounted for in the payroll process
• Working closely with HR to ensure all exceptions are accounted for and reported back in approval process
• Maintaining payroll reporting retention
• Retention filing (physical and images) of all disbursement related documentation based upon categorization
• Assist with inventory process
• Serve as backup to all Accounting positions
• Search for documents when needed
• Complete all projects presented by management

WEEKLY

• Administer the weekly credit card disbursements and the compilation of expense reports or weekly excel spreadsheets to ensure receipt of proper coding and documentation for all charges
• Responsible for the weekly check run process to ensure that all vendors are paid in a timely manner

MONTHLY

• Ensure all outstanding invoices are entered and assist with the financial review
• Post all month end entries relating to disbursements
• Assist in the research of discrepancies
• Responsible for the monthly payroll accrual calculations and posting
• Ensuring that all monthly accruals are posted to ensure expenses are allocated to appropriate period
• Benefits reconciliation for all deduction types, including review and analysis, corrective actions and journal entries
• Responsible for monthly balance sheet recons assigned
• Assisting the Director of Accounting with the monthly reconciliation process to identify issues and resolve concerns
• Review and analyze actual expense activity compared to budget and identify variances and report those findings back to the Director 
• Analyze and calculate prepaid expenses and reconcile prepaid expenses and prepaid insurance expenses
• Adjustments to Inventory and reconciling inventory to third party software to identify variances in received amounts vs invoices

YEARLY

• Process 1099’s annually
• Review and update annual retention of vendor information pertaining to tax requirements and insurance certifications
• Search for and upload documents for annual audit
• Perform and assist with Inventory counts
• Assist in the research of discrepancies due to inventory variances
• Retention of all disbursement related files, per fiscal year, and move to appropriate area

• Bachelor’s degree or completion of at least 3 years towards a related degree with a 3.5 GPA or higher. (This includes all Accounting, Non Profit Management, Finance & Financial Management majors. Juniors, Seniors, Masters students)
• Minimum 2 years of general Accounting, payable, payroll experience or equivalent combination of related education or accounting experience.
• Preference may be given for education or experience above the minimum requirement.

Additional Requirements

• Must have strong working knowledge of Excel, including Pivot Tables and the VLOOKUP function.
• Must have a working knowledge of accounting software.
• Experience with spreadsheet analysis, reconciliations, and billings preferred.
• Must have working knowledge of POS systems.
• Ability to work independently as well as in teams.
• Ability to be aware of working timelines and deadlines.
• Must be detail oriented.

Working Conditions

This position works in a climate controlled office setting and may be subjected to a fast paced decision making environment.

• Work may include occasional pushing and/or pulling, lifting, and carrying objects weighing up to 25 pounds.
• May require working on a computer for long periods of time, using a keyboard, viewing a digital screen.

Employee must be able to meet physical requirements of the position with or without reasonable accommodation.

Working Relationships

This position has no direct or indirect supervisory responsibilities. This position must maintain positive working relationships with management, employees, applicants, vendors and the general public.