Job Description

Since 1884, Brucemore has been a fixture in Iowa history. Learn about the people who lived and work on the estate, the buildings and landscape, and the efforts to build a Midwest community.

Brucemore is looking to bring on an Accounting and Office Administrator to provide a wide variety of services and expertise in finance and administrative practices to their non-profit operations team. The desired candidate must be self-motivated with the ability to work independently. Innovation and drive are critical success factors, and a positive and collaborative mind-set is a must.

This position is responsible for tracking and reporting the status of the organization’s financial resources. This includes applying accounting principles and procedures to analyze financial information, preparing accurate and timely financial reports and statements, tracking financial data, and ensuring appropriate accounting control procedures. The ideal candidate facilitates and organizes budget preparation and tracking.

This position is also responsible for overseeing office administration activities, including equipment, supplies, and contracts. The position includes coordination with an external human resources consultant for compliance, payroll, benefits administration, and other human resource needs.

ESSENTIAL JOB DUTIES TO INCLUDE:

BOOKKEEPING AND ACCOUNTING:

• BOOKKEEPING TRANSACTIONS

• Manage account balances and cashflow; review bank accounts via online portal; retrieve documentation for direct deposits; make accounting entries
• Approve codes and post journal entry to accounting software, reconciling to actual bank deposits
• Retrieve financial statements and reconcile to general ledger, post adjusted journal entries for accounts
• Facilitate sell orders from investment firm for endowment cash withdrawal as needed
• Facilitate/confirm stock trade orders with CEO
• Process payroll in system semi-monthly and post journal entry in accounting software
• Setup new vendor accounts, including confirming Form W-9 and insurance certificates are received as required
• Process check requests by due date, print and obtain signatures for accounts payable checks, reconcile bank statement, and manage accounts payable and accounts receivable
• Track invoices and receipts for grants, aligned to Director of Business and Development
• Create and send invoices for accounts receivable customers and answer questions

• RECONCILIATION AND SYSTEM MAINTENANCE

• Maintain Financial Edge NXT to ensure proper maintenance and accuracy of all accounting systems and functions, including grants, audits, restricted funds, general ledger, payroll, accounts receivable and accounts payable
• Review deposits and complete sales reconciliation process in point-of-sale system to facilitate deposit preparation, make inventory adjustments, and retrieve and reconcile merchant services transactions and deposit reports
• Train and/or manage staff on monetary responsibilities for events and programs to ensure proper accounting procedures are followed
• File all paperwork for audit and grant tracking
• Reconcile financial discrepancies by collecting and analyzing account information

• COMPLIANCE

• Facilitate annual audit by preparing all documents and files for outside consultant
• Manage the preparation and filing of the Form 990 with outside consultant
• Maintains accounting controls and financial security by utilizing a chart of accounts, defining accounting policies and procedures, and following internal controls
• Ensure maintenance and compliance of legal and regulatory compliance regarding all financial functions as well as internal controls and procedures and non-profit audit best practices
• Advise CEO and Board of Trustees to ensure the organization conforms with/abides by all regulations, policies, work procedures, and contractual obligations.
• Train management and staff of needs related to reporting, compliance, or audit/site visit preparation

OFFICE ADMINISTRATION:

• HUMAN RESOURCES MANAGEMENT AND COMPLIANCE

• Oversee human resource management vendor and systems to ensure compliance with all local, state, and federal regulations including employment paperwork such as 1099s, W2s, and other tax documents are issued in accordance with federal and state laws
• Facilitate annual open enrollment for benefits insurance renewals and termination as necessary with human resource vendor
• Collect and submit information to providers for various employee benefits, including Simple IRA and 401(k), as needed

• OFFICE MANAGEMENT

• Manage office operation, equipment, and technology vendors, including maintaining leases, basic instructions, and service contracts; troubleshooting as needed
• Maintain inventory of office supplies and replace as needed

• INSURANCE

• File and manage all insurance claims, including workers’ compensation, business, liability, and property, with insurance vendors as needed
• Complete annual insurance payroll audit for workers’ compensation insurance

FINANCIAL REPORTING:

• REPORTING

• Develop, implement, modify, and document recordkeeping and accounting systems, making use of current computer technology
• Summarize current financial status by collecting information, preparing balance sheet, profit and loss statement, and other reports
• Facilitate, maintain, and analyze budgets, operations, trends, costs, revenues, financial commitments, and obligations, to compare or project budgeted, actual, and future costs to aid decision-making
• Meets accounting financial objectives by forecasting requirements, preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Confirms financial status by monitoring revenue and expenses; coordinating the collection, consolidation, and evaluation of financial data; and preparing special reports.
• Participate in reporting for Trustee Committee activities as assigned.

POSITION QUALIFICATIONS:

• A Bachelor’s degree in accounting or other related program or CPA certification.
• 3+ years’ experience in accounting with a career history of accurately completing work and other assignments in a timely manner.
• General knowledge of economic and accounting principles and practices, general ledger accounts, banking, and the analysis and reporting of financial data.
• Working knowledge of Blackbaud Financial Edge NXT, or similar accounting software.
• Accuracy and attention to detail to ensure quality of work.
• Ability to prioritize and plan work activities to complete work in a timely manner meeting established deadlines and goals.
• Strong mathematical background.
• Ability to work independently with minimal supervision.
• Proficiency in database, spreadsheet, and word processing programs, with a high degree of computer literacy.
• Interpersonal skills appropriate for a diverse workforce, clients, and patrons.
• Maintain confidentiality.
• Ability to solve problems and think strategically.

BENEFITS:

• 401(k) deferral
• 401(k) safe harbor contributions
• Dental insurance
• Long-Term Disability insurance
• Health insurance
• Life insurance, AD&D
• Paid holidays
• Sick leave accrual
• Vacation accrual
• Vision insurance

Company Description

Preserving and Sharing History for All. Brucemore inspires community interaction with history, preservation, and the arts. The 1880s mansion, six other historic structures, 26-acres of gardens and grounds, and tens of thousands of objects and archival documents serve as an irreplaceable foundation representing more than 130 years of history. Since 1981, more than one million people have visited the carefully preserved estate for community, cultural, and heritage programs. Our vision is twofold:

1. To expand the legacy of Brucemore’s families in making Iowa a better place to live, work, and visit.
2. To model a balance of best practices in preservation and innovative use.