Finance and Administration Associate

Position Description

The Williamstown + Atlanta Art Conservation Centers (W+AACC) seeks a qualified and dynamic Finance and Administration Associate to join our team at our Williamstown, MA, location.

The Finance and Administration Associate will be an important member of the administrative team and will report to the Executive Director. The successful candidate will be active in supporting the following areas: finance, budgeting, staff benefits, hiring, and administration for both the Williamstown, MA, and Atlanta, GA, conservation center locations.

 The Finance and Administration Associate will be a critical part of the front office team, participating in financial decision making and operations as W+AACC enhances its quality work and builds capacity. This is a tremendous opportunity for a finance associate to maximize and strengthen the internal capacity of a highly respected, high-impact nonprofit organization and grow within the team.

Responsibilities

Financial Management

• Perform daily, weekly, and monthly bookkeeping and accounting tasks including classifying and recording accounts receivable and accounts payable data such as cash receipts, vendor invoices and resolving recipient and vendor issues and questions.
• Prepare and clearly communicate monthly and annual financial statements; reconcile bank statements and oversee all financial, project, program, and grants accounting.
• Coordinate and assist with the annual audit and tax processes with external auditors.
• Contribute to the annual budgeting and planning process in conjunction with the ED and consultants; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
• Manage organizational cash flow and forecasting.
• Work to improve W+AACC’s project, fiscal management, and reporting systems; ensure that project billing and collection schedules are followed support operations.
• Update and implement all necessary business policies and accounting practices; contribute to a new financial policy and procedure manual.
• Work with the Executive Director to effectively communicate and present financial matters to the board of trustees; attend staff and board meetings.

 Staff Support

• Oversee human resources activities: compensation, benefits, training, and hiring.
• Prepare bi-weekly payroll and coordinate with processing with outside vendor.
• Prepare and submit electronic disbursement details for benefit payments to providers, including retirement, flex accounts, etc., and reconcile monthly benefit statements.
• Ensure that on-boarding processes are consistent and successful.

• Help employees understand and navigate staff policies, and procedures.
• Work closely and transparently with external partners: member representatives, clients, third-party vendors, and consultants.
• Oversee administrative functions to ensure efficient and consistent operations.

Minimum Qualifications:

• Associate Degree in Business or related field OR a combination of relevant education and professional experience.
• At least one year of professional work experience in a similar position.
• Expertise and experience with accounting practices for nonprofit organizations.
• Experience as lead employee responsible for quality and content of financial data, reporting, and audit coordination for a division or program area.
• Experience overseeing staff support functions, including benefits administration.
• Ability to handle confidential and sensitive information.
• Knowledge of accounting and reporting software, specifically Sage 50
• Technologically savvy with experience with managing software vendors.
• Proficiency with Microsoft Office Suite.
• Exposure to grant writing and management
• Ability to set priorities and multi-task in a busy, fast-paced environment.
• Analytic, organizational, and critical thinking skills to make sound decisions.
• Excellent communication and relationship building skills; ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
• Integrity, credibility, attention to detail, and dedication to the mission of W+AACC.
• Must possess a valid driver’s license and be legally able to work in the U.S.

 Compensation and Benefits

The full-time, 37.5 hours per week position salary range starts at $50,000. The salary offered will be based on the applicant’s combination of skills, abilities, experience, and education.

An excellent benefits package is offered including health, vision, and life insurance; short- and long-term disability; a 403b with a 5% employer match; holidays; and vacation, personal, and medical leave.

 To Apply

Applications are requested as soon as possible. Interviews will begin as qualified applications are received. Applications should include a letter of interest, résumé, and contact information for three references to Julie Reilly, W+AACC’s Executive Director, at jreilly@williamstownart.org.