Accounting Assistant

Winterthur Museum, Garden & Library; Winterthur (DE); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

403b with employer match

Store discounts and cafe discounts

Free general admission for you and an)

Job summary

Winterthur Museum, Garden & Library is seeking an Accounting Assistant to provide day-to-day administrative and transactional support in the Finance Department. The role focuses on processing financial transactions accurately, maintaining records, and upholding internal controls.

The position offers a 28-hour work week with a flexible daily/weekly schedule and compensation at $22.50 per hour. Benefits include a 403b with employer match, store/cafe discounts, and free museum admission for you and

Qualifications

• High school diploma or equivalent; some accounting exposure preferred.
• Associate degree or coursework in accounting/finance is preferred.
• Strong attention to detail and accuracy; ability to manage confidential information.
• Experience with Excel, Outlook, and ERP/accounting systems is desirable.

Responsibilities

• Support the accounts payable process: review invoices, document approvals, enter invoices, assist with payments.
• Maintain vendor records including W-9s and payment data.
• Respond to vendor inquiries and resolve payment or invoice discrepancies.
• Assist with accounts receivable: invoice prep, receipts, and follow-ups on balances.
• Record and reconcile cash receipts, deposits, and card activity.
• Assist with employee expense reports and related reconciliations.
• Prepare routine journal entries and schedules under supervision.
• Support month-end and year-end closing activities and variance research.
• Maintain organized electronic accounting records and retention compliance.
• Assist with documentation for audits and reviews.
• Track and reconcile restricted funds, grants, and departmental accounts.
• Prepare routine financial reports and schedules.
• Identify missing docs or discrepancies and escalate to Finance staff.
• Provide administrative support and participate in process improvements.
• Perform other related duties as assigned.

Skills

Attention to detail

Communication skills

Organizational skills

Confidential information handling

Team collaboration

Education

High school diploma or equivalent

Associate degree or coursework in accounting or finance

Tools

Microsoft Excel

Microsoft Outlook

Accounting ERP systems

Job description

Winterthur Museum, Garden & Library encompasses an unrivaled museum of American decorative arts in its mansion and galleries and a magnificent 60-acre naturalistic garden—all set on 1,000 gorgeous acres.

Winterthur employs a wide array of positions in the areas of curatorial, horticulture, education, conservation, library, maintenance, marketing, development, technology, and administration.

Winterthur offers a unique and rewarding experience that is rich in culture and natural beauty. Winterthur considers its employees and volunteers to be among its greatest assets and welcomes applications from candidates who will contribute their specific skills to its mission “to inspire, enlighten, and delight all of its visitors while preserving and enhancing [Winterthur]” and also uphold its core values of agility, excellence, innovation, integrity, inclusion, and transparency.

JOB DESCRIPTION:

The Accounting Assistant provides day-to-day administrative and transactional support to the Finance Department.The position helps ensure that financial transactions are processed accurately and timely, records and supporting documentation are properly maintained, and routine accounting processes operate efficiently. The Accounting Assistant works closely with Finance staff and employees throughout the organization and is expected to provide responsive, professional service while maintaining appropriate confidentiality and financial controls.

Compensation: $22.50 per hour

Benefits: 403b with employer match for eligible employees; discounts in the museum store and cafe; free general admission for you and your immediate family

Work Schedule: Approximately 28 hours per week; flexible daily and weekly schedule

Responsibilities:

1. Support the accounts payable process, including reviewing invoices for appropriate documentation and approvals, entering invoices, and assisting with payment processing.
2. Maintain vendor records, including W-9s, payment information, and other required documentation.
3. Respond to routine vendor inquiries and research payment or invoice discrepancies.
4. Assist with accounts receivable activities, including preparation of invoices, recording receipts, and following up on outstanding balances.
5. Record and reconcile cash receipts, deposits, credit card activity, and other routine transactions.
6. Assist with employee expense reports, purchasing card documentation, and related reconciliations.
7. Prepare routine journal entries and accounting schedules under the direction of the Controller or other Finance staff.
8. Assist with monthly and year-end closing activities, including gathering documentation, reconciling accounts, and researching variances.
9. Maintain organized electronic accounting records and supporting documentation consistent with record-retention requirements.
10. Assist with preparation of documentation requested during the annual financial statement audit and other audits or reviews.
11. Support tracking and reconciliation of restricted funds, grants, departmental accounts, or other financial activity as assigned.
12. Assist with preparation of routine financial reports and schedules.
13. Identify missing documentation, unusual transactions, or discrepancies and bring them to the attention of appropriate Finance staff.
14. Provide administrative support to the Finance Department and participate in process-improvement initiatives.
15. Perform other related duties as assigned.

Minimum Experience: High school diploma or equivalent, with one year of bookkeeping, accounts payable, accounts receivable, or related administrative experience

Preferred Experience: Associate degree or coursework in accounting, finance, business administration, or a related field with3+ years of accounting, bookkeeping, accounts payable, accounts receivable or related administrative experience in a nonprofit, museum, educational, or similarly complex organization.

Knowledge/Skills:

1. Basic understanding of accounting and financial processes
2. Strong attention to detail and commitment to accuracy.
3. Ability to organize and prioritize multiple assignments and meet deadlines.
4. Proficiency with Microsoft Excel, Outlook, and other standard office applications.
5. Ability to work with confidential financial and employee information.
6. Strong written and verbal communication skills.
7. Ability to work collaboratively with employees, vendors, and other stakeholders.
8. Experience working with accounting or ERP systems.
9. Accuracy in data entry and recordkeeping
10. Ability to follow established internal controls and procedures

Essential Functions:

1. Ability to work at a computer in an office setting for up to 8 hours a day

Thank you for considering Winterthur Museum job opportunities.