Thursday, June 21, 2012

Business Office Assistant, Children's Museum of Pittsburgh - Pittsburgh, PA

Posted: 6/21/12

Business Office Assistant
Provides administrative support to Accountant and Director of Finance. Provides data entry for accounting and payroll software and maintains employee and vendor files. 

Key Responsibilities:
    

Development: 

• Gather backup for grant reporting as necessary

Financial:

• Process credit applications and tax exempt forms as necessary

Cash Receipts

• Code and enter cash receipts into general ledger
• Prepare entry for daily admissions recap and enter into general ledger
• Prepare daily deposits for pickup by armored car service
• Reconcile cash receipts to Vista software

Accounts Payable

• Prepare and enter accounts payable invoices into general ledger
• Process checks
• Maintain vendor files/subcontractor files
• Prepare year-end 1099 forms

Month End Closing

• Gather backup for journal entries as needed
• Retrieve data and prepare journal entry for Internal allocations
• Run and distribute internal department reports

Year End Closing

• Gather backup for journal entries as needed
• Input yearly budget into accounting software
• Gather supporting documentation required by auditors
• Create the new year’s vendor files
• Prep files for transport to BRM
• Assist with other year-end activities as needed.

Payroll

• Enter reimbursements, direct deposit and tax information
• Input labor allocation percentages and any applicable rate changes
• Record check numbers on employee reimbursements

Planning: 

• Work with Director of Finance to develop plans and improvements for the Finance Department

Other:

• Provide administrative support to the finance department.
• Participate on one Museum Task Force.
• Must perform all other functions as required to ensure the success of the finance department.

Physical Effort:  The Business Office Assistant is primarily a sedentary type position and must be able to sit for extended periods of time.  However, may be able to move about as needed.

The physical demands and work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Criteria: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Acts 33 and 34 Clearances required

Education Equivalent:  Post high school education with emphasis on business administration preferred.
Previous Experience:  Minimum of one year experience in business, accounting or related administrative duties required.  Non-profit business environment preferred.  Good computer skills a must.

Interpersonal Communications:  The Business Office Assistant  must possess good communication skills to work with all staff regarding the timeliness and accuracy of service performance requests, purchase orders, invoices and check requests. A high level of organizational skills is needed.

Analytical Skill Required: Must have good analytical skills.  Must be knowledgeable or capable of learning to use spreadsheet applications, accounting, and reservation software.

Scope of Impact on Fiscal Matters:  The Business Office Assistant  is responsible for the accuracy of data entered into the museum's accounting database software.

TO APPLY: 

Send your letter of interest and resume to: hr@pittsburghkids.org. No phone calls please.

Please mention that you heard about this opportunity from Vantagen's Jobs Watch/Mosaic in your cover letter when applying for this position.

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