Finance and Administration Manager

Position Summary The Finance & Administration Manager oversees the financial operations and administrative infrastructure of the Museum system. This position ensures accurate, timely, and compliant financial management; supports human resources processes; and provides strategic financial insight to the Executive Director, Finance Committee, and Board of Directors. The Manager maintains all financial systems in accordance with generally accepted accounting principles (GAAP) and strengthens the museum's administrative capacity during a period of revitalization and growth. Essential Duties & Responsibilities Financial Management Prepare monthly financial statements, including bank reconciliations, balance sheets, income statements, departmental statements, and GL adjustments.

Maintain Accounts Receivable:

billing, collections, deposits, and data entry.

Maintain Accounts Payable:

purchase orders, invoices, packing slips, vendor files, and payments. Manage payroll processing, including wage calculations, time tracking, payroll checks, and all associated federal/state tax payments. Process and file sales tax reports monthly and quarterly. Develop quarterly financial statements with departmental budget comparisons. Prepare annual financial statements and assist with annual audit activities. Support development of the annual operating budget. Works with the Executive Director to prepare and enter the annual budget into QuickBooks, ensuring all departmental and project budgets are accurately reflected in the system. Maintain cash‑flow projections and financial forecasting tools. Track restricted funds, grant budgets, and reporting requirements. Maintain internal controls and ensure compliance with financial policies. Collects, reviews, and reconciles all credit card receipts and monthly statements, ensuring staff submit required documentation on time. Matches receipts to transactions, verifies coding, and follows up with staff on missing or incomplete information. Maintains and updates the museum's chart of accounts in Quickbooks, ensuring accurate account coding, consistency, and alignment with financial reporting needs. Performs daily close out of all drawers in Blackbaud/Altru Manages data imports and integrations and other financial or point of sale systems, ensuring accurate and timely posting. Manages petty cash funds and performs or sets up regular deposit pickups from all Museum locations, ensuring accurate documentation, secure handling, and timely delivery to the bank. Event sales and point-of-sale Management Oversees all event-day financial processes, including setup, testing, training (as needed) and operations of point-of-sale systems for admissions, retail, concessions, and special programs, auctions, or donations. Ensures all POS devices are functioning, staff are trained, and cash/credit procedures follow internal controls. Tracks and reconciles event sales, deposits, and reports following each event. Implements and endorses internal controls for event sales, including cash handling, receipt tracking, and reconciliation procedures. Prepares event revenue summaries for the Executive Director and Director of Development. Board & Executive Support Prepare monthly financial reports and narrative summaries for Board meetings. Attend Finance Committee meetings as needed. Meet regularly with the Executive Director to review financial performance, risks, and upcoming needs. Provide financial analysis for exhibits, programs, events, and new initiatives. Identify and communicate emerging financial issues proactively. Human Resources & Administrative Support Manage onboarding paperwork, personnel files, I‑9 verification, and background checks. Coordinate employee benefits, insurance enrollments, and changes. Maintain HR compliance calendars and required filings. Track PTO, leave requests, and policy adherence. Support payroll changes, wage adjustments, and job description updates. Assist with workers' compensation, unemployment claims, and insurance documentation. Maintains organized digital and physical filing systems for HR, finance, and administrative records, ensuring documents are properly stored, accessible,and compliant with retention policies. Operations & Compliance Assist with vendor contracts, insurance certificates, and renewal schedules. Support risk management and policy development. Assist with grant documentation, financial attachments, and compliance reporting. Maintain organized digital and physical filing systems for finance and HR. Other Duties Perform other duties as assigned to support museum operations and strategic initiatives.

Education and Skills:

Minimum:

Associate degree in Accounting, Business Administrations, Finance or a related field.

Preferred:

Bachelor's degree in Accounting, Business Administrations, Finance, Nonprofit Management or Public Administration Coursework or certification in: Nonprofit accounting HR administration Payroll compliance Financial Reporting Experience with Quickbooks online and desktop Bonus (but not required) Experience with Blackbaud Altru or other CRM/POS systems

SHRM-CP or PHR Working Conditions:

Work areas are principally inside, in a climate-controlled environment with moderate background noise. Work is also performed outdoors, in variable weather. Shift times may vary to meet museum requirements to staff the facilities. Work may require long periods of sustained standing or sitting, and the ability to occasionally lift and carry up to 50 pounds.

Background Check Notice:

Prior to hiring, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. The Museum provides an equal employment opportunity to all persons without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/transgender status, age, disability, veteran or marital status, genetic information or any other characteristic protected by applicable law.

Pay:

$25.00 - $30.00 per hour

Benefits:

401(k) 401(k) matching 403(b) Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person