Aspen Art Museum
Aspen, Colorado | Remote considered
Full-Time, Exempt
Salary: $85,000-95,000 annually, commensurate with experience
Position Overview
Aspen Art Museum seeks a highly organized and detail-oriented Senior Staff Accountant to join its Finance team. Reporting to the CFO and Finance Leadership Team, this position will provide essential support to the Museum's day-to-day accounting operations, with primary responsibility for accounts payable, accounts receivable, cash receipts, and related reconciliations.
The Senior Staff Accountant will play an important role in ensuring invoices and payments are processed accurately and on time, outstanding receivables are actively monitored and collected, and incoming revenue is properly recorded in the Museum's accounting system. The position will work particularly closely with the Advancement team to reconcile gifts, sponsorships, memberships, and other contributed revenue.
The Senior Staff Accountant will work as part of a collaborative Finance team. The ideal candidate is an experienced accountant who is highly organized, proactive in communication, and committed to accuracy and follow-through.
Key Responsibilities
Accounts Payable
- Manage the day-to-day accounts payable process, ensuring invoices are accurately coded, properly approved, and processed in a timely manner.
- Maintain an organized schedule of outstanding invoices and upcoming payment obligations.
- Ensure payments are made in accordance with established payment terms and the Museum's internal approval processes.
- Communicate proactively and professionally with vendors regarding payment status, payment terms, missing documentation, or anticipated delays.
- Follow up internally on outstanding approvals or information that may delay payment.
- Maintain accurate vendor records and supporting documentation.
- Respond promptly to vendor inquiries and work with Museum departments to resolve invoice or payment discrepancies.
- Support the Finance team in maintaining strong and positive vendor relationships through clear and timely communication.
Accounts Receivable
- Manage day-to-day accounts receivable activity and maintain accurate records of outstanding balances.
- Prepare and distribute invoices for donors, sponsorships, events, partnerships, and other Museum revenue as directed.
- Generate and distribute monthly accounts receivable aging and outstanding receivables reports to the Finance and Advancement teams.
- Monitor outstanding balances and proactively follow up with Advancement and other relevant departments on collection status.
- Maintain clear documentation of collection activity, expected payment dates, and follow-up.
- Identify overdue or potentially problematic receivables and escalate them to the Financial Analyst as appropriate.
- Record incoming payments accurately and apply them to the appropriate outstanding receivables.
Cash Receipts & Contributed Revenue
- Participate in the Museum's batch and cash-receipt process, including the counting, documentation, and reconciliation of funds received.
- Work closely with Advancement to ensure gifts, sponsorships, memberships, event revenue, and other contributed revenue are accurately documented and recorded.
- Ensure incoming revenue is entered accurately and timely into Sage Intacct and reconciled with supporting documentation and Development records.
- Maintain clear supporting documentation for cash receipts and contributed revenue.
- Assist with the appropriate coding of restricted and unrestricted contributions in coordination with the Finance team.
General Accounting & Finance Support
- Prepare journal entries and supporting documentation as assigned.
- Assist with monthly and year-end close processes.
- Research transaction discrepancies and work with the Finance team to resolve them.
- Maintain organized accounting records, schedules, and supporting documentation.
- Assist the Finance team with accounting projects and reporting as needed.
- Support continuous improvement of AP, AR, cash-receipt, and reconciliation processes.
Audit & Year-End Support
- Assist with auditor requests related to AP, AR, cash receipts, contributed revenue, and other assigned areas.
- Support preparation of financial information required for Form 990 and other regulatory filings.
- Maintain complete and organized supporting documentation throughout the year to facilitate audit and tax preparation.
Cross-Departmental Collaboration
- Serve as a responsive point of contact for routine AP and AR questions from Museum staff and vendors.
- Work particularly closely with Advancement to maintain accurate and consistent financial records related to contributed revenue and outstanding receivables.
- Communicate clearly with colleagues regarding missing approvals, documentation, coding, payment status, and collection needs.
- Work collaboratively with colleagues across the Museum.
- Help ensure established Finance processes and timelines are understood and followed across departments.
Qualifications
- Bachelor's degree in Accounting, Finance, Business, or a related field.
- Approximately 4-6 years of progressive accounting experience.
- Demonstrated experience managing accounts payable and accounts receivable processes.
- Strong understanding of general accounting principles and GAAP.
- Nonprofit accounting experience preferred.
- Experience with cash receipts, reconciliations, journal entries, monthly close, and audit preparation.
- Experience with Sage Intacct strongly preferred.
- Experience with donor databases, CRMs, or fundraising systems is a plus.
- Advanced proficiency in Excel and/or Google Sheets.
- Exceptional attention to detail and commitment to accuracy.
- Strong organizational and time-management skills with the ability to manage recurring deadlines.
- Proactive and professional communication skills, particularly when working with vendors and following up on outstanding payments.
- Ability to identify issues, follow them through to resolution, and escalate appropriately when needed.
- Ability to work independently while operating effectively as part of a collaborative Finance team.
- Sound judgment and discretion when handling confidential financial and donor information.
Location
This position is based at Aspen Art Museum in Aspen, Colorado; however, remote work may be considered for the right candidate. A remote employee must be available during core Mountain Time working hours and able to collaborate closely with the Museum's Aspen-based team.
Because the position participates in cash receipt and batch processes, a remote candidate may be required to travel to Aspen periodically or work with designated on-site staff to ensure appropriate controls and segregation of duties are maintained.
Compensation
The salary range for this position is $85,000-95,000 annually, commensurate with experience and qualifications, plus the Museum's applicable employee benefits.
