Accounting Supervisor

Accounting Supervisor

Clark Art Institute

About the Clark

The Clark is a leading cultural institution and actively seeks employees who are energized and motivated by its dual mission as an art museum and a center for research and higher education, dedicated to advancing and extending the public understanding of art. The Clark’s mission and its geographical location define three essential aspects of its character and identity: the quality of its art, the beauty of its pastoral setting, and the depth of its commitment to the generation of ideas. Clark employees enjoy the opportunity to live and work in the Berkshires of Western Massachusetts, a place of rich natural beauty, a dynamic environment defined by its deep cultural resources, and a region that is growing as both a center of innovation and a major tourist destination.

Position Summary

Supervise the Institute’s accounts payable and accounts receivable functions, payroll operations, and Accounting Associate and Payroll Associate.  Perform general ledger account reconciliations and journal entries for month- and quarter-end closing processes.  Administer employee expense reimbursements and provide assistance to the Accounting Manager and Controller for the fiscal year-end audit and tax filings and to the CFO and HR Department for pension audits and various compliance.  Assist the Accounting Manager and Controller with department compliance of policies and implementation of procedural changes, internal controls, and process improvements.  

Minimum Starting Salary$ 71,000 annually

Major Duties and Responsibilities (Essential Functions)

  • Serve as the primary Payroll Manager and oversee the functions performed by the Accounting Associate and Payroll Associate.  Review work performed for accuracy, timeliness, and compliance with GAAP, Institute and department policies, and budgets.  Supervise, train, and provide back-up for department staff.
  • Management of internal, bi-weekly payroll including taxes, benefits withholding, reconciliations, new hire reporting, internal auditing, and compliance with Institute and regulatory payroll procedures and laws.  Perform quarterly reconciliations and tax filings, W-2 and 1098 reporting, and various accrual and allocation journal entries.
  • Determine taxation and accounting treatment of employee benefits, deductions, and regulatory filings in accordance with Institute policy and government regulations.
  • Oversee the Accounts Payable function by reviewing data entry for accuracy, ensuring vendors are paid on a timely basis, new bank information has been verified, processing electronic payments, reviewing weekly payment selections and releasing EFT files to bank.  Review 1099 reporting process by Accounting and Payroll Associates to ensure accuracy and timely filing.
  • Perform general ledger account reconciliations and journal entries for assets and liabilities for month- and quarter-end closing processes and ensure accuracy of accounts.
  • Administer Museum Shop and Admissions cash including management for seasonal fluctuations in revenue.  Perform periodic internal audits of cash with Accounting Manager.  Supervise bank deposits, petty and courier cash, and cash reconciliations by Accounting and Payroll Associates.
  • Perform monthly reconciliations of point-of-sale and website revenue systems and resolve any discrepancies.
  • Administer the employee expense reimbursement function and provide guidance on adequate supporting documentation for government, audit, and Institute policy compliance.  Process confidential employee and benefit-related transactions.
  • Train, manage and review all other functions performed by Accounting and Payroll Associates including sales tax, budget entry, cash receipts, monthly allocations, and credit card and combination ticket sales revenue reconciliations.
  • Perform calculations, analysis, and reports as necessary for CFO, Controller, Accounting Manager, and senior staff to assist with financial reporting, HR, and compliance as needed.
  • Assist Accounting Manager with fiscal year-end field audit and federal and state information return filing by providing supporting documentation, performing analysis and reconciliations, and providing reports as needed.
  • Participate in and assist CFO and HR Department with administration of pension plan and work with HR and CPA firm to prepare supporting information necessary for the annual 5500 pension plan audit and filing. 
  • Review and maintain foreign individuals/scholars IRS Form W-8BENs to ensure proper taxation occurs, make any required tax deposits, and prepare year-end tax filings.
  • Perform other duties as assigned.

Minimum Qualifications

Education, Training, and Skills

  • Bachelor’s degree in business or accounting strongly preferred or five plus years relevant experience may be considered.
  • CPP certification preferred.
  • CPA a plus.

Work Experience

  • Minimum 3 years accounting experience required.
  • Minimum 4 years of direct payroll processing experience required.
  • Minimum 2 years supervisory experience preferred.
  • Must be knowledgeable in Generally Accepted Accounting Principles (GAAP), standards, and practices.
  • Non-profit fund accounting or similar project revenue and expense tracking experience preferred.
  • Strong experience in Microsoft Excel and Office products.  Abila MIP Fund Accounting or Sage HRMS Payroll systems a plus.
  • Excellent interpersonal, written communication, and collaboration skills with the ability to motivate others.
  • Detail-oriented with strong analytical and problem-solving skills.
  • Ability to multi-task and prioritize effectively to meet deadlines.
  • Strong work ethic, honest, dependable, flexible team player with enthusiasm for the Institute’s mission.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical Demands: The position requires working at desk and using a computer for prolonged periods of time.
  • Work Environment: Work will usually be performed in an office environment and museum spaces. The noise level in the work environment is usually low to moderate.

Employment at the Clark is contingent on the verification of background information submitted by the applicant.

The Clark is an equal opportunity employer, and is committed to the principles of diversity, equity, inclusion, and accessibility (DEIA). We strongly encourage applications from individuals from all identities and backgrounds.

The Clark provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or transgender status, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

The Clark considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.

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