Business Manager

The Business Manager conducts all day-to-day accounting operations, with functional responsibility for accounting, accounts payable, payroll, grants administration, as well as employee medical and pension benefits. Responsibilities also include proper maintenance of accounting records; accurate processing of financial transactions; and administration of a comprehensive set of controls and budgets designed to mitigate risk, enhance the accuracy of the company’s reported financial results, and ensure that reported results comply with generally accepted accounting principles (GAAP). The Business Manager supervises the part time Bookkeeper and reports to the Deputy Director.

Key Responsibilities

Accounting and Financial Reporting

• Maintain and balance the general ledger in an accurate, complete, and up-to-date manner
• Perform all general ledger functions: revenue recognition, accounting for prepaid expenses, and accrued liabilities, and deferred revenue.
• Create and maintain the institutional budget. Manage invoice approvals with reference to the approved budget.
• In the Deputy Director’s absence, assume responsibility for key financial tasks, ensuring continuity.[
• Perform all activities related to the accounts payable function including reviewing, coding, and processing payments.
• Manage accounts payable and accounts receivable; record cash receipts and disbursements[] using Quickbooks Online and bank uploads and Ramp.com[ . including invoice verification, processing, and payment tracking, in compliance with GAAP.
• Manage all accounting functions, including cash flow management and financial reporting; review, investigate, and correct errors and inconsistencies in financial entries, documents, and reports.
• Receive and manage approvals for all payables to maintain financial records. [
• Perform account receivable functions including invoicing, deposits, collections, coding, and revenue recognition[
• Conduct reconciliation of all accounts, including credit card statements on an as needed basis.
• Oversee compliance for internal fiscal control while balancing prioritizing helping staff with their financial needs and questions.
• Manage finance related files, including tracking fully executed contracts, invoices, acquisition support, signed pledge forms, audit and tax paperwork, etc.
• Interpret and apply accounting policies, rules, and regulations to all work in order to ensure compliance with applicable standards.
• Prepare and present monthly budget reports for all operating departments.
• Prepare and deliver accurate financial reports, including statements, forecasts, and budgets, dependent on organizational needs.
• File all relevant returns and filings: Including but not limited to 1099s, property tax value, tax exempt certification.
• Ensure the accuracy and timeliness of all financial reports[
• Review accounts payable and reference to cashflow weekly. Work with Deputy Director to prepare report for approval from the finance committee.
• Assist with the preparation and coordination of audits and serve as the primary liaison for external auditors
• Assist with Preparation of 990s.

Payroll

• Perform payroll functions in an accurate and timely manner and submit payroll; assist with benefits administration through payroll and 1099 preparation.

Grants Management

• Assist in preparation and monitoring of grant proposal budgets, project expenses coding and reporting, working closely with the Development Department.
• Assist Deputy Director with grants management and financial reporting; monitor and track restricted funds and capital projects expenses.
• Track, code, and reconcile donations, collect audit support for income and expenditures
• Assist Development in managing Raisers Edge donor database and with reconciling donations.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field.
• 3-7 years relevant experience working in nonprofit accounting and/or bookkeeping.
• Background supervising staff.
• Experience with fund accounting principles and accounting rules and procedures of Generally Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB).
• Experience with accounts payable, accounts receivable, payroll, and general ledger.
• Ability to multitask, prioritize, and organize effectively.
• Ability to maintain confidentiality of organizational information.
• High degree of accuracy and attention to detail.
• Display a high degree of honesty, professional integrity, and ethics.
• Strong communication and interpersonal skills.
• Spanish speaking preferred but not required.

Technology Skills

• Proficiency with MS Excel and MS Office.
• Proficient skills in QuickBooks Online and Microsoft Office, especially Excel.
• Familiarity with expense management software, such as Ramp, preferred.
• Tech savvy with expense management software and downloading and linking transactions in accounting system.

Application Instructions

Send resume with a brief statement about your accounting and finance background and why you’re interested in the job. Email materials to jobs@hispanicsociety.org. Please write “Business Manager” in the subject line of email.

About the Hispanic Society Museum & Library

The Hispanic Society Museum & Library was founded in New York City in 1904 by Archer M. Huntington with the purpose of advancing the study and appreciation of the art, literature, and culture of Spain, Portugal, Latin America, and the Philippines. Today, the museum and library collections from antiquity through the early 20th century are widely recognized as the most comprehensive in scope and quality outside of Spain. Museum highlights include numerous masterworks by El Greco, Velázquez, Goya, and Sorolla; sculpture by Pedro de Mena and Luisa Roldán;

Latin American paintings by Vázquez, López de Arteaga, Rodríguez Juárez, Arrieta and Campeche; as well as masterpieces in all areas of the decorative arts. Recent additions include works by Jose Clement Orozco and Pablo Picasso.

EEO Statement

The HSM&L is an equal opportunity employer. The HSM&L does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, partnership status, veteran status, gender (including gender identity), sexual orientation, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels. This description shall not be construed as a contract of any sort for a specific period of employment.

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