Company Description: Chesterwood is the former summer home and studio of Daniel Chester French (1850-1931), sculptor of the Minute Man and Lincoln Memorial Abraham Lincoln statues and a leading artist of his era. The site, located in idyllic Stockbridge, Massachusetts, includes: French’s home and studio; museum collections of objects owned or created by him; an archive of historic documents and photographs; outbuildings; and 122 acres of designed and wooded landscape. The National Trust for Historic Preservation maintains the historic buildings, collections, and landscape as a museum for the public. A contemporary sculpture exhibition has been guest-curated and sited throughout the core of the property for four decades and a year-round artist-in-residence program is in development.
Additional Business Name: National Trust for Historic Preserv
Business Operations Assistant
$20.00 Per Hour
This part-time position (2 ½ days a week or up to 18 hours a week) will assist with all financial transactions that occur in the course of Chesterwood’s daily business, including processing invoices, producing contracts, tracking receipts and payables, including all Gift Shop purchases and sales. This position will prepare revenue reconciliation reports, process invoices within the accounts payable system of the National Trust, enter receivables into Chesterwood’s register system, reconcile Chesterwood’s local bank account, prepare monthly financial reports, and track expenses against operating budgets, special project budgets, grants and contracts, raising any questions or discrepancies for review.
This position must learn and gain a full understanding of Chesterwood’s finances, including but not limited to the following, to be handled on a daily, weekly, monthly or annual basis as described below: cost centers, revenue and expense codes for each site activity, balance sheet accounts, invoice procedures, contracts processes, tracking and reporting use of donor restricted grant funds and contributions, and working with staff to confirm fair market value of fundraising events to inform attendees and record revenue.
•Code invoices with a budget line number and get signed approval from Executive Director
•Monitor website back end for incoming commerce (Gift Shop/Memberships)
•Run reports in online booking system to track admissions/special events
•Record and reconcile daily receipts in TAM register system.
•Retrieve paper receipts, cash and checks from the Gift Shop safe
•Reconcile receipts and make a bank deposit at least one time per week
•Bring large bills to bank to make smaller change for the registers
•Enter all invoices into Unit 4 accounting system with appropriate backup (contracts, notes on revenue to cover cost, etc.) and track for electronic approvals
•Coordinate petty cash account, track receipts and balance
•Ensure that all programmatic use of shop items is recorded appropriately as interoffice sales
•Track Gift Shop purchases and sales
•Enter all donations/memberships in to CRM report
•Interface with vendors in receiving appropriate EFT forms and W9’s
•Produce a Receipt and Deposit Report
•Manage TAM register system: create new Purchase Orders, conduct annual inventory, update system with new merchandise, edit sales screen, etc.
•Intake all special property use contracts, including weddings, property rentals, and special events, and schedule and track payments
•Reconcile Receipts and Deposits report to bank statement; ensure proper coding for receipts; reconcile with TAM
•Produce a Cost of Goods report based on Gift Shop sales each month
•Reconcile monthly credit card statements, ensuring appropriate coding and backup, and submit monthly
•Review monthly financial statements to confirm appropriate coding and submit journal entry requests as needed to correct errors
•Reconcile deferred revenue account with site staff to confirm that special property use (site rental) records match what is in the general ledger
•Reconcile petty cash account monthly and submit reimbursement to Unit 4
•Obtain appropriate records to record value of donated services/goods in the general ledger and submit to HQ for recording
•Coordinate and place office supply orders
•Apply for special town permits (alcohol/music) for special events and annual licensing (Gift Shop)
•Assist with budget preparation by helping to compare previous year data to budget and flagging items needing adjustment
•Complete fiscal year end journal entries, receivables, accrual worksheet, etc.
•Prepare annual HAHS program membership contracts and track receipts
Other duties as assigned
At least 1-2 years professional experience in accounting related work
•Experience in accounts payable/receivable, balance sheet reconciliation, budget tracking, journal entries, and reconciling bank accounts, including credit card transactions preferred
•Basic analytical and problem solving skills, including issue identification and prioritization.
•Basic project-organization skills. Ability to achieve results with moderate supervision.
•Effective presentation skills. Excellent writing, spelling, grammar, and proofreading skills in English, as well as strong verbal communication and customer service skills.
•Proven ability to collaborate and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders – vendors and donors.
•Strong organizational skills with excellent attention to detail and ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
•Ability to adapt and be flexible in a dynamic work environment, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. Public contact and ability to work successfully in close proximity to others required.
•Ability to continually develop skills related to use of rapidly changing technology and communications best practices; demonstrated ability and interest in learning new accounting systems and assisting other staff with their use
•Advanced Excel skills and experience using online accounting systems required; familiarity with Unit 4 Business World is a plus. Experience with the following, or comparable, softwares is a plus: TAM or other POS/inventory management system for recording of revenue; Past Perfect donation management and online membership sales software
•Bachelor’s degree (or equivalent years of experience) required, including 2 or more years of accounting coursework.
•Regular and reliable attendance is required, with flexible schedule and the ability to work during the end of every month to complete monthly close procedures.
•Because this position involves handling of cash, credit cards and sensitive member and financial data, a criminal background check is required upon offer to a final candidate.