Under the direction of the Treasurer, the Senior Accountant will perform a wide range of accounting duties, including accounts payable, journal entries, account analysis, reconciliations, preparing reports and analysis of financial information, and assist with cyclical accounting responsibilities, such as month-end, year-end, budgeting, 1099 preparation, quarterly sales and unclaimed funds reporting. Will also act as backup to student accounting.
The Senior Accountant will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the institution.
Accounts Payable Process - Complete audit of payment requests for accuracy. Acts as a liaison between the Finance Department and other departments throughout the Institute to discuss discrepancies when they arise, verify final batch totals and print A/P checks in accordance with Finance Department procedures and schedules (3 times per month). In special cases, process individual, manual checks when the need arises between scheduled check runs at the request of the Treasurer or President. Prepare Check Reconciliation System (CRS) spreadsheets for each check run, as well as any manual checks, to be sent to the bank deposit services department to ensure efficient bank processing of all checks and to help curb fraud from occurring via fake checks being fabricated and cashed.
Month End Journal Entries and Account Analysis - Prepare all assigned monthly journal entries in a timely fashion. Ensure the accuracy and integrity of the accounting information compiled during the month, record, consolidate when necessary, and enter the transactions into the accounting software for reports to be generated and distributed. Prepare supplemental reports upon request for financial statements and special projects when the need arises.
Reconciliations - Maintain the general ledger accounts including verifying, allocating, posting, reconciling transactions and resolving discrepancies. Also maintain the external bank accounts associated with the Institute to ensure accuracy and examine monthly (more frequently if needed) for any potential fraudulent or incorrect transactions to be remedied immediately.
Deposit Transmittals - Ensure currency, checks, and credit card transactions to be deposited are correct and balanced. Upon deposit, examine the transmittal reports in a timely and efficient manner to inspect for any errors in balancing the entire transaction, verify that the account numbers listed are correct, ensure the accuracy of the amounts being deposited into each account, and verify that the proper documentation is attached for any potential future audit purposes.
Praxis Corporation - Handle the deposits in the same fashion as described above. Prepare all of the accounting entries each month and every year end for the separate corporate entity operated in conjunction with the Institute. Prepare the monthly financial statements to be distributed for the Corporation. Reconcile the general ledger and bank accounts for Praxis Corporation.
Reporting for Grant Purposes - Upon request, prepare financial reports verifying the information submitted with the numerous grant applications processed on behalf of the Institute annually. When granted any funds, prepare supplemental financial reports at the request of the granting agency (mid-point and conclusion of the grant period if necessary). Maintain calendar of due dates for grant reporting to ensure compliance.
Annual Budget Preparation - Initially, prepare all budget worksheets necessary for each department to complete by an expected due date; this includes verifying the accuracy of the worksheets, troubleshooting any formula errors, and editing the sheets to be sure only relevant budget data can be edited by department heads. Ensure the worksheets are available to any individual deemed relevant to the budgeting process in each department. Keep track of received budget binders to ensure all are completed and delivered in compliance with Finance procedures. Deliver to Treasurer in a timely manner, and assist with compiling and analyzing budget data for the preparation of the final budget to be distributed for approval.
Monthly Financial Statements - assist with preparing statements, ensuring accurate data, review for errors and notify Treasurer of any discrepancies or corrections required.
Annual End of Year Close - Assist Treasurer with end of year close and external audit process requests. Prepare an end of year calendar with important deadlines for all things related to the fiscal year that will be closed out. Prepare helpful end of year reference guide to help new employees experiencing their first year end close or those requiring a refresher. Ensure all accounts payable expenses are received or accrued per Finance procedure, especially those that occur on a recurring basis (i.e. utilities). Prepare numerous year end detail reports, journal entries, and reconciliations. Verify that any receivables are received or booked in a timely manner. Upon auditor request, prepare any necessary reports, pull any requested A/P payment vouchers, deposit transmittals, or other financial documents for review. Prepare and book necessary year end closing and adjusting entries at the guidance of the Treasurer or external auditors.
Annual 1099 Preparation, Quarterly Sales, and Unclaimed Funds - Responsible for aid in the annual preparation of 1099-MISC reports sent to all applicable individuals paid throughout the calendar year. Ensure these reports accurately depict the taxable amounts paid to each necessary individual, and that they are sent out within the guidelines set by the IRS. Report sales tax quarterly to the State of New York in compliance with mandated timelines; ensure all deposit transmittals for the applicable tax period are correct and entered into the accounting system. Process the electronic payment on time to avoid any penalties. Throughout the year, monitor any outstanding checks in jeopardy of being considered "stale-dated". Periodically, prepare and send letters to the owners of checks deemed outstanding to remedy the situation before funds need to be turned over to the State. For funds that remain in Institute possession for three calendar years, notify the owners (one final time) in compliance with State mandates and timelines. If no contact can be made before the deadline, prepare the appropriate forms and send the correct amount of funds to the State of New York for Unclaimed Funds processing through the Comptroller's Office.
Back Up Student Accounting - Keep current with student accounting procedures and maintain a positive relationship with the Student Bursar. Upon request, prepare student invoices, receive student payments, post student payments, and resolve any potential billing discrepancies.
Education and Experience - Bachelor degree in Accounting and 3 to 5 years experience in an accounting/bookkeeping position. Not-for-profit experience preferred. Computer literacy in database management, Microsoft and Google software expertise, excellent interpersonal skills, demonstrated initiative, and ability to switch roles as necessary as part of a small, dynamic team are essential qualities. Must possess the ability to work with diverse groups of people, ranging from staff, faculty, students and parents. This position does not include functional oversight of other employees.
Working Environment and Hours - The Senior Accountant will regularly stand, walk, bend, stoop, reach, sit and may lift and carry financial binders or banker file boxes. Typically, this position works Monday through Friday, will additional hours as needed to complete assignments.
Munson-Williams-Proctor Arts Institute is an equal opportunity employer. For more information about the Institute, please visit
Send cover letter, resume, and contact information of three professional references to:
Munson-Williams-Proctor Arts Institute
Senior Accountant Search
310 Genesee Street
Utica, New York 13502
Inquiries , ext. 2108