Finance Operations Specialist — Hybrid AP & Payroll

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 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.