Finance Assistant

Job Description - Finance Assistant

El Rancho de Las Golondrinas Living History Museum
Job Description
Finance Assistant

Department: Finance
Reports To: Controller
FLSA Status: Exempt
Schedule: Full-time, year-round, 100% onsite

POSITION SUMMARY
Reporting to the Controller, the Finance Assistant supports the day‑to‑day operations of the Finance Department and performs essential transactional accounting functions including accounts payable, accounts receivable, cash receipts, reconciliations, payroll support, general accounting tasks and administrative coordination. This position ensures accuracy, compliance, and timely financial processing to support the museum’s programs, staff, and mission. The Finance Assistant works closely with the Controller to maintain strong internal controls, support department managers, and uphold the financial integrity of the museum.

ESSENTIAL DUTIES & RESPONSIBILITIES
Accounts Payable

Receive, review, and code invoices in accordance with Museum policies and internal controls
Maintain vendor records, W-9s, and supporting documentation in compliance with IRS requirements
Enter and manage accounts payable transactions in Financial Edge NXT
Prepare weekly payment batches and supporting documentation for Controller approval
Manage credit card receipt collection and assist with monthly credit card reconciliations

Accounts Receivable & Cash Handling

Process and record daily deposits from Altru, the Museum Store, programs, rentals, and miscellaneous income
Record cash receipts accurately in Financial Edge NXT
Work with staff to research and resolve discrepancies
Track outstanding receivables and assist with follow-up as needed

Payroll & HR Support

Monitor Paycor timesheet submissions and support staff entry issues
Assist with payroll documentation and seasonal onboarding paperwork
Maintain payroll-related personnel documentation to support payroll accuracy

Reconciliations & Month-End Close

Prepare assigned bank and credit card reconciliations
Reconcile prepaid expenses, receivables, deposits, and deferred revenue accounts
Assist with month-end close schedules, supporting schedules, and documentation
Identify discrepancies and work with the Controller to research and resolve variances

General Administrative Support

Maintain organized, accurate, and audit-ready digital financial files
Assist with budget uploads, report generation, and internal financial inquiries
Support audit requests and documentation compilation
Assist with ongoing Financial Edge NXT data cleanup, maintenance, and documentation
Participate in finance process improvements and special projects,
Other duties, as assigned

QUALIFICATIONS:
Required-

Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred, or equivalent relevant experience
1–3 years of accounting or finance support experience; nonprofit experience a plus
Experience with accounting or financial management systems (Blackbaud, QuickBooks, or similar)
Strong attention to detail and commitment to accuracy
High integrity and ability to maintain confidentiality
Strong written and verbal communication skills
Ability to manage multiple deadlines collaboratively or independently in a seasonal, mission-driven environment

Additional Attributes:

Professional, approachable, and service-oriented working style
Capacity to collaborate effectively with Supervisor and across departments
Ability to maintain regular and timely attendance
Willingness to learn new systems and processes
Occasional flexibility during payroll or month-end and year-end close cycles, as needed
Able to climb stairs, carry and lift 30 pounds, stand and sit for extended periods of time
Ability to work in dusty environments and outdoors
Ability to comply with and adhere to all internal procedures, processes and policies, as well as Las Golondrinas’ core values and mission
A willingness to learn about the Museum and its mission

WORK ENVIRONMENT
This position operates in a professional office environment with occasional interaction with outdoor museum operations. Some files are stored in basements accessible by stairs. Standard office equipment is used regularly. Seasonality may affect workload, especially during festival months and year‑end processes.
This Full-Time Position is an exempt position and includes health and dental insurance, paid sick and vacation leave, birthday bonus check, 401K after one year of employment, and up to two weeks of end-of-year paid holiday vacation. This is an on-site position and requires regular, in-person presence at the Museum’s administrative offices.

Send Cover Letter, Resume, and References to Sarah Coutts at [email protected]

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and qualifications required of the position.

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Finance Assistant

Job Description - Finance Assistant

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