With the Senior Manager of Finance and Administration, the Staff Accountant will be responsible for ensuring that the organization maintains strong fiscal operations to meet its obligations for accurate and timely payments, collections, and reporting.
The Staff Accountant will be responsible for the day-to-day implementation of ASTC’s regular finance and accounting processes and reporting, while maintaining accurate and complete records and ensuring compliance with financial policies and controls, especially as they relate to the expenditure of Federal government grant monies.
Please see the full job description on ASTC's job page at www.astc.org/astc-jobs/
The Staff Accountant, under the direction of the Senior Manager of Finance and Administration, will be primarily responsible for the following daily, weekly, and monthly processes.
Record and process payables into general ledger and association-management software
Process invoices as received and complete the check run process for approved payments on a weekly basis
Process subaward, honoraria, and mini-grant payments to ASTC members and other partners, based on agreement terms
Ensure all invoices are properly reviewed by program staff and approved by ASTC managers and leaders in accordance with ASTC policies
Ensure ASTC staff are coding invoices to the correct accounts and departments to ensure accurate reporting of expenses against budgeted categories, especially as it relates to recording the expenditure of restricted funds
Record and process receivables into general ledger and association-management software
Create and submit invoices for grant and contracted funds to Federal agencies, sponsors, and other project partners
With the Member Engagement and Services team, process payments for member dues, conference registration, and other member services payments
Track all outstanding invoices and work with appropriate ASTC staff to collect past due payments
Payroll, Reimbursements, and Staff Expenses
Process payroll bi-weekly ensuring that all timesheets are completed and approved correctly, and the information is properly recorded in ADP payroll portal
Process staff, consultant, contractor, and other non-staff expense reimbursements
Oversee processes for staff coding of monthly corporate credit card expenses, ensuring that expenses are properly recorded and that credit card statements are paid in a timely fashion
Reporting, Record Keeping, and Process Management
Prepare standard journal entries for month-end processes
Reconcile bank and investment accounts monthly
Maintain filing system used for all processed documents
Maintain vendor database and issue annual 1099 tax information to the government and applicable funders and partners
Support the Senior Manager of Finance and Administration in preparing for annual audit, tax filings, and other required government filings
Review and update financial processes for accuracy in all policies and procedures and recommend regular updates
Responsibilities Shared by All ASTC Staff Members
As a key member of the ASTC team, the Staff Accountant will:
Contribute to the development and use of efficient processes and clear communications across the organization to ensure that day-to-day operations are performed with the highest levels of accountability, productivity, consistency, and integrity
Share responsibility and accountability for member engagement, satisfaction, and retention
Attend, provide staff support for, and contribute to the success of ASTC’s Annual Conference
Other duties as assigned
The ideal candidate for Staff Accountant will have knowledge of nonprofit financial management within a small organization. Candidates should also have knowledge of financial processes required for administration of Federal government grants, though deep expertise in this area is not required for this position. Direct experience with membership associations is desired, but not required. They will be driven by ASTC’s mission, team culture, and strategic direction.
Desired experience includes:
Experience in nonprofit financial operations, processes, and requirements
Knowledge of and experience with Great Plains financial software
Knowledge of Federal government grant management reporting is desired, but not required
About Association of Science-Technology Centers
The Association of Science-Technology Centers (ASTC) is a professional membership organization that supports the future success of science centers, science museums, and related institutions dedicated to public engagement with science. ASTC encourages excellence and innovation in science learning by serving, linking, and advancing the common goals of its members in North America and across the globe. Through strategic alliances and partnerships, ASTC supports its members in addressing global challenges locally through community engagement with science and technology. ASTC works with its members in advancing equity, inclusion, and accessibility with the diverse communities and among everyone who visits and works in science centers and science museums.
Founded in 1973, ASTC now supports nearly 700 members, including nearly 500 science centers, science museums, and related institutions, such as nature centers, aquariums, planetariums, zoos, botanical gardens, and natural history and children's museums. ASTC members also include companies and nonprofit organizations that support science learning. ASTC is a 501(c)(3) tax-exempt nonprofit educational organization.
ASTC is engaged in... a transformative process to implement a new strategic direction for the association to better support its members. ASTC is building capacity across the organization towards its future efforts to:
• Make the case for the work of science centers and museums
• Identify future trends and frontiers that have broad impact on society and equity, and help ASTC members prepare, respond, and lead
• Connect ASTC members—including current and future leaders—for idea exchange, learning, and collaboration