Staff accountant

Staff Accountant, Historical Society of Pennsylvania, Philadelphia

Division: Business Office

Supervisor: Chief Administrative Officer

POSITION SUMMARY:

The Staff Accountant supports the Chief Administrative Officer in managing general ledger bookkeeping, accounts payable and receivable, monthly financial reporting, and assisting with human resources and other administrative functions as needed.

SPECIFIC RESPONSIBILITIES:

Operations Accounting:

• Process bi-weekly payroll and prepare corresponding journal entries.

• Assist with month-end and year-end closing procedures.

• Enter accounts payable invoices and credit card expenses.

oTrack and manage expenses to ensure cost efficiency.

oMaintain organizational tax-exempt status.

• Maintain and update vendor files.

• Manage bill payments and prepare AP schedules for upper management review.

• Print and mail checks or initiate online payments upon management approval.

• Process incoming checks and cash; prepare and make bank deposits.

• Manage online banking accounts (e.g. PayPal, Square).

• Oversee merchant processing accounts (e.g. PNC, AMEX) and systems (e.g. credit card terminals).

• Enter cash receipts into the accounting system.

• Maintain AP, AR, and banking records in both physical and digital formats.

Budgeting:

• Assist department heads with annual budget preparation and review.

• Assist with monitoring and tracking departmental costs to ensure budget adherence.

Grant/Endowment Accounting and Reporting:

• Collaborate with Library, Programs, and Development departments on grant reporting.

• Verify grant and endowment revenue and expenditures.

• Assist with analyses of grant and endowment accounts.

Financial Reporting and Compliance:

• Assist with the annual financial audit, including preparing schedules and working with auditors.

• Support the annual 403(b) pension plan audit through schedule preparation and auditor coordination.

• Aid in reviewing and maintaining organizational insurance policies.

Human Resources Support:

Onboarding:

• Manage the onboarding process for new employees.

• Coordinate with department heads to budget for and prepare new hires.

• Distribute onboarding documentation for full-time, part-time, contract employees, and interns.

• Assist eligible employees with benefits enrollment.

• Assist with background checks.

• Set up employee profiles in the payroll/HR system.

Ongoing HR Support:

• Support annual benefits enrollment (including health insurance, pension plans, and FSAs).

• Maintain accurate, up-to-date, and confidential employee records.

• Provide support and resources for employees facing personal or professional challenges.

• Assist in the development and implementation of HR policies and procedures.

Additional Responsibilities:

• Review facility contracts and invoices for renewals and potential cost savings.

• Assist in maintaining legal and regulatory compliance.

oEnsure adherence to labor laws and licensing requirements.

• Handle the receipt and distribution of mail and packages, and oversee related equipment (e.g. postage machine)

• Support IT with inventory management tasks.

SKILLS AND RESPONSIBILITIES:

• Bachelor’s degree in accounting or finance.

• A minimum of two years related accounting or finance experience preferred.

• Strong interpersonal, communication, and customer-service skills as well as an ability to collaborate internally and externally.

• Ability to follow verbal and written directions, keep accurate records, and perform administrative operational functions.

• Ability to work independently.

• Perform other duties and projects as assigned.

STATUS: Exempt

SALARY RANGE: $55,000 - $60,000

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, taste and smell, and talk and hear. The employee frequently is required to use hands to handle or feel objects, tools or controls; reach with hands or arm; and climb, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance, color vision and depth perception.

Submit resume and/or CV to [email protected].
(Posted 9/17)