Accounting Associate - Air Zoo

Posted on 11/14/2022

Position Summary: Responsible for processing primary accounting functions for the Air Zoo including accounts payable and receivable, cash receipts, general ledger entries, account reconciliations, purchasing and other accounting duties within the accounting department under the overall direction of the Director of Finance. Assist with biweekly processing of payroll in payroll and accounting software as needed.

Status: Non-Exempt (Hourly), Full-Time

Measurables: Accurate and complete accounting reports, entries, and reconciliations to support the Air Zoo’s core values and all our people, including employees, volunteers, vendors, community partners, and guests.

Responsibilities
• Accounts Payable - Match invoices, receiving slips and purchase orders or contracts, verifying pricing and quantities. Follow up as appropriate with suppliers and internal staff to ensure orders comply with purchasing policies, resolve discrepancies, and verify receipt of service. Code invoices for entry into system. Enter invoices into the Accounts Payable system daily. Process weekly Accounts Payable checks, obtaining Director of Finance review and approval.
• Credit Card Activity – Monitor and record staff credit card activity. Collect and review supporting documentation, match invoices, receiving slips and purchase orders. Record transactions in to accounting system. Monitor card balances and prepare electronic payments.
Cash receipts – daily verify cash/check/credit card receipts to system reports. Prepare balanced general ledger entries from system report (composite income statement), researching and resolving any discrepancies. Prepare bank deposits for daily/weekly receipts.
• General ledger entries – Prepare and enter balanced journal entries for daily and miscellaneous cash receipts, store inventory transfers, store merchandise cost of goods sold, accrued concession commissions receivable and other general ledger entries in the general ledger system. Work with Manager and Operations Staff to identify discrepancies and other procedural issues
• Account Reconciliations – Prepare general ledger account reconciliations as assigned by the Director of Finance, including the preparation of adjusting entries.
• Accounts Receivable – Prepare invoices for meetings, events, hotel/company vouchers and other items as necessary. This includes reviewing balance sheet and revenue general ledger accounts to ensure appropriate reporting of revenue and receivables. Maintain the Accounts Receivable log, recording invoices and payments. Work with Event/Marketing staff to ensure Hotels and businesses remain current in remittance of invoices and resolve issues. Act as primary accounting contact when needed.
• Purchasing – As required, assign purchase order numbers on approved requests, make copies and file. Monitor expenses against approved purchase orders to ensure only authorized amounts are paid.
• Payroll - As needed, serve as primary or backup accounting staff for payroll processing in conjunction with Talent/Human Resource team. Review payroll data in payroll software. Confirm accuracy of time & attendance records as well has earnings and deductions. Processing is to be reviewed by the Director of Finance or, in their absence, the Director of Talent/Human Resources.
• Compile 403B data and prepare contributions check request. •
Reconcile monthly State Sales Tax data, preparing monthly Tax report and check request.
• Prepare Annual Michigan Sales Tax return with close supervision.
• Substitute for Point-of-Sale staff as needed/scheduled by the Operations Manager.
• Prepare and maintain specific “project” reporting detail as requested.
• Maintain Vendor contract book and obtain W-9’s from Vendors as needed.
• Request Certificates of Insurance from Suppliers as needed and insure they are up to date.
• Maintain Petty Cash disbursements and reconciliation.
• Invest in the success of the Air Zoo by being fearlessly innovative and pitching new creative ideas and concepts.
• Dedication to Diversity, Equity, and Inclusion as part of the Air Zoo’s commitment to a welcoming environment for all
• Other duties and special projects as assigned

Education and Experience Requirements:
• Bachelor’s degree in Finance or Accounting or equivalent years of direct experience with Associate degree in Finance or Accounting is required
• Intermediate Excel skills required
• Experience with Blackbaud Financial Edge or similar accounting software preferred
• Experience managing payables and interacting with vendors preferred
• Willingness to learn new applications and procedures
• Attention to detail
• Ability to lift and carry 10 pounds
• Ability to think strategically and operate effectively in a fast-paced, changing environment
• Outstanding communication skills, both verbal and written
• Passion for learning about the Air Zoo and telling our story to a wide audience

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

SCHEDULE: Full Time – Days (40 hours per week), with occasional evening or weekend events that are scheduled in advance. This position is in-office at the Air Zoo in Portage, Michigan.

HEALTH REQUIREMENT: Because the Air Zoo is a public-facing organization, we require employees to be fully vaccinated against COVID-19 as defined by the CDC or request a medical or religious exemption as available by state and federal laws. The Air Zoo follows CDC and Kalamazoo Health Department’s guidelines for COVID testing, isolation, mask wearing, and may require masks to be worn by employees in certain settings to improve safety. Pre-employment drug screening and state & federal background checks are required for all Air Zoo employees.

COMPENSATION: $25-31 per hour, commensurate with education and experience BENEFITS: Health Insurance, Dental Insurance, Vision Insurance, Employee Assistance Program, generous Paid Time Off (PTO), paid holidays, complimentary family Air Zoo membership, 403B with Employer Match, and other benefits

COMMITMENT TO INCLUSION: Air Zoo is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Air Zoo will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, applicants are encouraged to contact Human Resources at talent@airzoo.org or 269.350.2816

TO APPLY: email your Resume, Cover Letter and List of 3 References to careers@airzoo.org

If you have questions or need assistance applying to this position, please email us at careers@airzoo.org


The Michigan Museums Association is supported in part by an award from the Michigan Arts and Culture Council

Thank you to our Partners!


Michigan Museums Association       313-334-7643       PO Box 5246, Cheboygan, MI 49721      lcbrisson@michiganmuseums.org

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