Finance Operations Associate

Brooklyn Museum; New York (NY); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical coverage

401(k) plan

Pension plan

Paid time off

Disability coverage

FSAs/HSAs

Employee assistance program

Museum admission

Staff discounts

Hybrid schedule

Job summary

The Brooklyn Museum is seeking a detail-oriented Finance Operations Associate to enhance the Museum’s transaction functions within the Finance team, primarily in support of accounts payable and timecard assistance.

This role is responsible for timecard support, vendor onboarding, reviewing and processing invoices, and responding to vendor and internal staff inquiries regarding payment statuses, discrepancies, and account details.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred).
• Minimum 2-3 years of work experience in accounts payable, payroll, payment processing, or financial operations
• Accuracy in processing financial data and ability to spot errors and discrepancies
• Strong problem-solving abilities to resolve payment issues efficiently
• Excellent written and verbal communication for vendor and internal interactions
• Ability to manage multiple invoices, deadlines, and priorities efficiently
• Technical Skills: payroll platforms, payment platforms, accounting software, or ERP systems (NetSuite, SAP, Sage, QuickBooks, Bill.com, Paycor, or similar).
• Proficiency in Microsoft Excel, Word, Google Drive, and Outlook
• Experience with Ramp and Airtable a plus
• Experience with nonprofit organizations a plus

Responsibilities

• Review and ensure complete coding of all monthly credit card transactions
• Process invoices in the expense system (Ramp), ensuring correct coding and approval routing
• Verify payment details, amounts, and due dates to prevent errors and late payments
• Prepare payments to vendors using ACH, card, check, or wire transfers
• Monitor payment and reconciliation statuses, and follow up with internal/external stakeholders as needed
• Maintain expense documentation for all organization transactions
• Onboard vendors into the expense system (Ramp), ensuring accurate and complete information - including vendor contact, W9, and payment details
• Serve as the primary point of contact for vendor inquiries regarding payment status, outstanding invoices, and billing issues
• Respond to internal staff inquiries related to invoices, credit card transactions, AP processes/policies, and platform usage
• Investigate and resolve discrepancies related to payments, missing invoices, or incorrect charges by coordinating with vendors and internal departments
• Support timecard managers in timely timecard completion
• Support managers with timecard approvals, labor allocations, and coding questions
• Support in troubleshooting of timekeeping issues, missed punches, and payments processes

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Problem-solving

Education

Associate’s or Bachelor’s degree in Accounting, Finance, or related field

Tools

Ramp

Airtable

NetSuite

SAP

Sage

QuickBooks

Bill.com

Paycor

Microsoft Excel

Google Drive

Outlook

Job description

The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art, history, and heritage. Our mission is to bring people together through art and experiences that inspire celebration, compassion, courage, and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections, exhibitions, and programming is the core of who we are and what we do.

We are committed to creating and cultivating a community of talented, passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect. Read more about our story here .

About the role

Brooklyn Museum is seeking a detail-oriented Finance Operations Associate to enhance the Museum’s transaction functions within the Finance team, primarily in support of accounts payable and timecard assistance. This role is responsible for timecard support, vendor on-boarding, reviewing and processing invoices, and responding to vendor and internal staff inquiries regarding payment statuses, discrepancies, and account details. The ideal candidate will have strong organizational skills and experience in accounts payable functions.

Responsibilities

• Review and ensure complete coding of all monthly credit card transactions
• Process invoices in the expense system (Ramp), ensuring correct coding and approval routing
• Verify payment details, amounts, and due dates to prevent errors and late payments
• Prepare payments to vendors using ACH, card, check, or wire transfers
• Monitor payment and reconciliation statuses, and follow up with internal/external stakeholders as needed
• Maintain expense documentation for all organization transactions
• Onboard vendors into the expense system (Ramp), ensuring accurate and complete information - including vendor contact, W9, and payment details
• Serve as the primary point of contact for vendor inquiries regarding payment status, outstanding invoices, and billing issues
• Respond to internal staff inquiries related to invoices, credit card transactions, AP processes/policies, and platform usage
• Investigate and resolve discrepancies related to payments, missing invoices, or incorrect charges by coordinating with vendors and internal departments
• Support timecard managers in timely timecard completion
• Support managers with timecard approvals, labor allocations, and coding questions
• Support in troubleshooting of timekeeping issues, missed punches, and payments processes

Other duties

• Manage petty cash in the Finance office
• Deposit checks and communicate activity to appropriate teams
• Maintain payroll calendars and processing schedules
• Support with credit card management/termination support for fully used and unused cards across the organization
• Collaborate in the development and implementation of standard operating procedures (SOPs) for payroll and accounts payable functions
• Assist in preparation of annual 1099s
• Provide payment documentation to internal teams
• Other duties as assigned

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred).
• Minimum 2-3 years of work experience in accounts payable, payroll, payment processing, or financial operations
• Accuracy in processing financial data and ability to spot errors and discrepancies
• Strong problem-solving abilities to resolve payment issues efficiently
• Excellent written and verbal communication for vendor and internal interactions
• Ability to manage multiple invoices, deadlines, and priorities efficiently
• Technical Skills:
  • payroll platforms, payment platforms, accounting software, or ERP systems (NetSuite, SAP, Sage, QuickBooks, Bill.com, Paycor, or similar).
  • Proficiency in Microsoft Excel, Word, Google Drive, and Outlook
  • Experience with Ramp and Airtable a plus
• Experience with nonprofit organizations a plus

Department

Finance

Reports to

Senior Manager, Accounts Payable & Payroll

Position type

Full-time

Union status

Union UAW Local 2110

FLSA status

Non-Exempt

Schedule

35 hours per week, Monday–Friday, 9 am–5 pm

The Museum provides competitive compensation along with generous benefits and perks for all eligible employees. Individual benefit offerings may vary based on position type and union status.

• Medical, dental, vision and life insurance
• 401(k) Savings Plan and Pension Plan
• Generous paid time off, including annual vacation leave, sick leave, and 13 Museum holidays
• Short-term and long-term disability coverage
• Flexible Spending Accounts (FSAs) & Health Savings Accounts (HSAs) for eligible pre-tax health care, dependent care, and commuter expenses
• Employee Assistant Program
• Free admission to various NYC museums and cultural institutions
• Early access to Museum exhibitions
• Invitations to staff-only programs, tours, and on-site engagement events
• Opportunities to participate in community initiatives and Museum programs
• 40% discount for staff in Museum shops
• All positions are based in Brooklyn, New York, with some eligible for a hybrid work schedule (three days on-site / two days remote)