FINANCE COORDINATOR,AP/PAYROLL

Job Description

Job Description

Reporting Supervisor: Finance Director  

 

Organizational Mission

To interpret and preserve history and nature, igniting a vibrant cultural community.

Organizational Vision

An inviting cultural canvas, where history and nature unfold, inspiring discovery and creating memories.

Guiding Principles

• Cultivate Curiosity
• Boldness
• Everyone
• Mission Critical
• Grace of Space

Position Overview: 

 

The Finance Coordinator, Accounts Receivable is responsible for managing revenue recognition, cash handling controls, deposits, and reconciliation of all incoming funds for Stan Hywet Hall & Gardens and associated entities. The role ensures that all incoming revenue streams—including admissions, retail, café, rentals, donations, and events—are accurately recorded, reconciled, and deposited in accordance with internal control procedures and GAAP standards.

The AR Coordinator plays a critical role in safeguarding organizational assets by maintaining proper documentation, reconciliation, and separation of duties within the financial workflow.

 

 

 

Essential Duties and Responsibilities:

Revenue Recording and Accounts Receivable Management

1. Record and reconcile all organizational revenue streams including admissions, retail, café, donations, rentals, memberships, and special events. 
2. Maintain accurate Accounts Receivable ledgers within the accounting system. 
3. Enter and reconcile rental revenue transactions weekly. 
4. Reconcile rental documentation against payment systems and accounting records. 
5. Import donation transactions from the donor management system and reconcile monthly. 
6. Monitor project accounts and provide financial activity reporting as requested. 

Cash Handling and Deposit Management

1. Retrieve daily cash drops from designated departments including Visitor Experience, retail store, café, and events. 
2. Prepare daily bank deposits and verify cash and checks against point-of-sale system reports. 
3. Scan check deposits into the organization’s banking system. 
4. Investigate and resolve cash discrepancies in coordination with department managers. 
5. Maintain deposit logs and supporting documentation for audit purposes. 

Safe Management and Cash Controls

1. Conduct scheduled safe audits for Visitor Experience and Finance department safes. 
2. Maintain change funds for operational departments and document replenishment activity. 
3. Maintain secure documentation of cash handling procedures and logs. 

System Reconciliation

1. Reconcile point-of-sale systems with accounting records daily. 
2. Reconcile monthly revenue totals between operational systems and the general ledger. 
3. Prepare reconciliation reports and provide documentation to the Senior Accountant. 

Financial Reporting and Month-End Support

1. Assist with month-end closing entries related to revenue recognition. 
2. Prepare reconciliation schedules for review by the Senior Accountant. 
3. Assist with preparation of internal financial reporting. 

Operational and Department Support

1. Set up manual cash registers for events and operational activities. 
2. Train staff and volunteers on cash handling procedures and register use. 
3. Cross-train on Accounts Payable and general accounting processes. 
4. Assist with documentation requests for external audits. 

Inventory

1. Coordinate with Accounts Payable and the Senior Accountant regarding revenue impacts related to inventory transactions. 
2. Provide financial data needed for inventory reporting. 

Other Responsibilities

1. Maintain strict confidentiality of financial information. 
2. Participate in public programs and events as required. 
3. Perform additional duties assigned by the Finance Director. 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be organized and accurate with numbers; be able to record transactions with speed and efficiency.
2. Proficiency in Microsoft Word, Excel and accounting software. 
3. Perform general accounting and administrative functions in accordance with established policies, procedures, and controls. Records, classifies, and summarizes accounting data.
4. Assist with gathering documents needed by external auditors.
5. Ability to work effectively with staff and volunteers, helping them to understand the financial responsibilities of their departments, groups, committees, and organizations in raising funds.
6. Ability to set goals and meet deadlines.
7. Must be able to handle multiple projects or tasks and be detailed oriented.

Education and/or Experience:

1. A minimum of a High School diploma, or equivalent.
2. Minimum four years of experience in Accounts Receivable, cash receipt functions and reconciling ARwithin an accounting/general ledger system, preferably Sage 100 or equivalent experience.
3. Prefer knowledge of not-for-profit accounting and/or project accounting.

Usual and Customary Expectations:

 

1. Prolonged erect seating, on average four to six hours a day.
2. Approximately two hours of standing and walking in an average workday.
3. Occasional light moving up to 20 pounds.
4. Ability to alphabetize and standardize abbreviations and codes.
5. Ability to maintain confidentiality.
6. Some non-traditional days/ hours required for special events and public events.

Ethical Standards

Employees within the Finance Department are entrusted with safeguarding the financial integrity and resources of Stan Hywet Hall & Gardens and its affiliated entities. Individuals serving in finance roles must demonstrate the highest standards of professional ethics, accountability, transparency, and stewardship.

Employees must maintain financial accuracy, comply with internal control procedures, protect confidential information, and avoid conflicts of interest while ensuring that all financial activities support the mission and operational integrity of the organization.