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Job

fullTime
Arts administration ,
submitted by
Emily Macaluso

Accounting Coordinator

The Accounting Coordinator is a key team player within Harris Theater’s Finance Department. Reporting to the Chief Financial Officer, the Accounting Coordinator supports administration through accounts payable management, payroll processing, cash receipts, account reconciliation processes, regulatory reporting, and a high level of communication with internal and external constituents. This position is responsible for processing of payroll on a weekly and semi-monthly basis and the maintenance of all related records. The position is also in charge of weekly accounts payable processing, vendor maintenance and administration of related expenditure approval processes. The ideal Accounting Coordinator brings a high level of analysis, problem solving skills and a curiosity on how to make systems and processes better for users.

DUTIES & RESPONSIBILITIES

Accounts Payable (“A/P”)
• Oversee receipt and distribution of payable invoices, prioritizing invoices for on-time payment
• Create and maintain vendor profiles in Acumatica Accounting system including acquisition of ACH payment information
• Provide training to staff members responsible for approval of invoice payments
• Responsible for posting credits to open vendor accounts payable accounts
• Identify payment discrepancies on invoices and initiate and complete resolution process
• Process the payment requests on a weekly basis utilizing the ACH process when possible
• Print A/P checks when necessary for signing by the Chief Financial Officer
• Coordinate the distribution of payment checks
• Drive process improvements and document and update standard operating procedures accordingly
• Follow-up on unpaid invoices

Payroll and Benefits
• Setup and maintain employee information profiles in Paylocity payroll system
• Provide training to staff on the use of Paylocity and act as the main staff liaison for all Paylocity users
• Process union and non-union payroll for employees via direct deposit when possible, according to pay schedules, and distribute check stubs and paychecks when necessary
• Support administration of employee benefit deductions and paid time off assignments in Paylocity, as coordinated with Human Resources
• Terminate employee profiles in Paylocity and issue final checks, as coordinated with Human Resources
• Submit 401(k) payments electronically to plan administrator in accordance with pay schedules
Cash Receipts and Other Operating Activities
• Sort and open mail, scan invoices and checks and send to appropriate department contacts
• Deposit checks to bank via mobile phone application
• File sales tax and amusement tax returns and obtain amusement tax exemptions from Program Manager
• Prepare and maintain schedules for annual financial audit, assisting Director of Finance, as needed
• Work with Director of Finance on financial reporting projects and special projects, as needed
• Provide administrative office support including office supply orders and contact for guest services

EXPECTATIONS & EXPERIENCE

As a member of the Theater team, the Accounting Coordinator is expected to:
• Uphold the Harris Theater’s mission to be a home for music and dance, and embody organizational core values of artistic integrity, collaboration, belonging, and respect
• Be onsite for or attend performances/events as required
• Participate in organizational and regular team meetings, share ideas, and communicate openly with peers and supervisor about questions, challenges, and successes
• Maintain professional conduct and represent the Theater positively in all interactions with artists, renters, partner organizations, donors, vendors, volunteers, patrons.

The ideal candidate:
• Have knowledge and experience with Microsoft Office programs, with Excel being the priority
• Have technological capability to quickly learn the Paylocity payroll and Acumatica Accounting systems
• Possess excellent time management skills while providing great attention to detail
• Exhibit good judgment and communication skills in dealing with constituents
• Be proactive in working with departments to meet deadlines for payroll and invoice due dates
• Have outstanding written and oral communication skills

PAY RATE & INSTRUCTIONS TO APPLY

The salary range for this position is $40,000-$45,000 per year, plus benefits package. Please submit cover letter and resume to Finance@harristheaterchicago.org. No phone calls please.

More information can be found at https://www.harristheaterchicago.org/employment.

Job Type: Permanent
Location: Chicago