FINANCE & PAYROLL ASSOCIATE

Description

550 Winslow Way East | Bainbridge Island Museum of Art | Bainbridge Island, WA 98110

FINANCE & PAYROLL ASSOCIATE

DEPARTMENT: Finance 

IMMEDIATE SUPERVISOR: Director of Business & Finance

STATUS: $22 - $27/hr, Full Time, Non-Exempt

HOURS: 40 hrs/week  

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The Bainbridge Island Museum of Art is a non-profit art museum that strongly believes in our mission to inspire curiosity, wonder, and understanding by connecting people with the contemporary arts and craft of the Puget Sound region. BIMA is dedicated to inclusivity, filling our spaces with diverse employees, guests, and artists. We strive to ensure all voices are heard, valued, and welcomed into our space regardless of their race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. These are all elements that play into an individual’s uniqueness, and here at BIMA, uniqueness is celebrated.

The Finance & Payroll Associate reports to and collaborates with the Director of Business & Finance to support the financial operations of BIMA. The Finance & Payroll Associate will be handling the daily transactions of the museum, assisting in the month-end accounting functions, bi-weekly payroll processing as well as other staff support. 

DUTIES & RESPONSIBILITIES:

Finance (roughly 30 – 35 hours a week)

- Process daily financial transactions, including posting, reviewing, and reconciling accounts payable and receivable.

- Pick up museum daily transactions for processing, creates daily cash deposits and delivers to the bank.

- Pick up mail from both the museum and administrative offices, dispersing and processing payments as needed. 

- Scans all incoming checks, entry of checks into the accounting system, communicates with Development on received contributions.

- Pick up the cash from the donation boxes on a weekly basis. Performs a double count with a second staff member.

- Manages; office supplies, main printers / copiers (includes service and supplies).

- Perform accounts payable duties and performs weekly check runs.

- Work closely with the Development department by tracking and communicating contributions and assists in reconciling the development database (Salesforce) with the accounting system (QuickBooks) on a monthly basis.

- Prepare journal entries and various data entry duties.

- Maintain and organize accounting file systems, spreadsheets, and databases in a manner which supports security of data but allows quick access and transparency when needed. 

- Monthly credit card processing; send out reconciliations to staff, ensures receipts are submitted, and enters into the accounting system. 

- Processes online event and donation activity.

- Sets up files for new accounting year.

- Assists in annual audit functions.

- Filing tasks as needed.

- Is a resource for staff for accounting questions such as codes, process, etc.

- There will be times when this position will need to be available to work evening, weekend, and holidays depending on scheduled events and organization needs, most prominently BIMA’s annual fundraising event, the BASH.

- Other duties as assigned.

Payroll (roughly 5 - 10 hours a week)

- Responsible for payroll processing which includes the scheduled bi-weekly payroll processing plus any off-schedule payment processing as needed, utilizing the Paylocity payroll / HR platform.  

- Maintains the payroll system with all current and relevant documents.

- Manages the Employee Navigator benefit platform.

- Assists with year-end insurance reporting requirements.

- Assists with benefit administration.

- Collaborate with all departments on (including but not limited to) payroll processing, staff payroll training/troubleshooting, Employee Navigator assistance, performs background checks, vacation, PTO, and tax monitoring.

- Assists the Director of Business and Finance with the documentation of personnel policies and procedures, updating the employee benefits handbook.

- Onboards new hires via Paylocity as well as in-person onboarding, coordinating with other departments.

- Assists with staff engagement initiatives

- Participation in occasional required evening, weekend and other non-office hour BIMA events as needed, including, but not limited to, BIMA’s annual fundraiser, member parties, etc.

- Other duties as assigned.

Requirements

QUALIFICATIONS & SKILLS

- Two year college degree in business or accounting, or equivalent professional experience.

- Understanding of confidentiality and staff privacy.

- Understanding of maintaining a professional relationship with staff at all times.

- Knowledge of accrual accounting guidelines, internal control procedure, and accounting best practices.

- Proficiency with accounting programs, office databases, and computer systems including QuickBooks, Excel, MS Office, Google Suite.

- Understanding of retail practices, including inventory management and Point of Sale (POS) systems.

- Team player with the ability to work in a fast-paced, complicated environment with minimal supervision.

- Excellent organizing and planning skills with attention to detail.

- Excellent problem solver and critical thinker.

- Excellent communication skills (oral & written), including teaching others and learning new concepts and skills.

- Ability to work flexible hours including evenings and weekends.

- Ability to remain stationary (sit, walk, stand) for extended periods of time.

- Ability to use computer monitors and keyboards for extended periods of time.

- Ability to move 30 pounds.

- Belief in BIMA’s mission to inspire curiosity, wonder and understanding by connecting people with the contemporary arts and craft of the Puget Sound region.

- Commitment to diversity, equity, inclusion and accessibility.  

COMPENSATION, SCHEDULE, & BENEFITS:

- Compensation: $22 - $27/hr

- Medical, dental, and vision insurance

- Holiday, vacation, and sick leave

- Participation in the BIMA retirement plan with optional employer match 

- Employee Assistance Program

- Discounts at the BIMA Store & Bistro

- Patron level membership

- Travel Stipend if you live off of Bainbridge Island

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, activities, and benefits may change or new ones may be assigned at any time with or without notice.