Employment
Library Technician
Location: Billie Jane Baguley Library and Archives, Heard Museum, Phoenix, AZ
Paid Position: Yes, contract wage
Time Required: 12 Hours per week
Job Description Summary:
Responsible for supporting the Library Director and Librarian on the implementation of a two-year grant from the Institute of Museum and Library Services (IMLS) to renovate the museum’s Billy Jane Baguley Library and Archives which will support the long-term preservation of the museum’s collection of materials while simultaneously improving access to, use of, and awareness of its holdings. The Library Technician will assist with the review of card catalog records and their transfer to an online system, will assist with the relocation of materials to temporary space and subsequently into the finalized compact storage system. The Technician will assist with identifying damaged materials and incorporating new materials into the new storage system.
The Library Technician will receive a contract wage equivalent to $20 per hour at 12 hours per week, for 68 weeks.
Essential Duties and Responsibilities:
Physical work is required including shifting books and moving boxes. Shelving library material and some data entry is also required.
Employment Requirements:
Applicants must clear a background check. The Library Technician must be able to lift up to 30 pounds, push loaded book carts and climb ladders. Applicants should have some familiarity with computers and Microsoft Office software. The Library Technician will be part of a team and is expected to have good interpersonal office skills.
Education:
Applicant must have a two-year degree or comparable work experience in a Library or Archives.
How to Apply:
Send resumé to mario@heard.org with the subject line: Library Technician. You may also include a cover letter or paragraph explaining your interest in the position. Deadline for application: October 30, 2022. Finalists will be invited for an interview. Native Americans are encouraged to apply.
Senior Payroll Specialist
Location: Heard Museum, Phoenix, AZ
Position Information: Full time, Exempt
Job Description Summary:
The Senior Payroll Specialist position is accountable for the Payroll, Benefits, HR administration and compliance for the Museum. The position works with the museum’s direct and associated benefit plans to ensure that the proper support on museum benefits is provided to all employees. This a Finance role, serving as a critical member of the finance team, processing payroll with multiple data sets, requiring preparation of payroll journal entries and critical reconciliations (accruals, benefit invoicing, withholding, 401k, etc.). This position reports to the museum’s CFO for the administration and financial reporting of the museum’s Payroll and Benefits. Although there is a human resources component, most of the Senior Payroll Administrator responsibilities require advanced knowledge processing and reconciling complex, payroll to the general ledger.
Essential areas of responsibilities include, but are not limited to the following:
Payroll & Benefits, Financial Reporting:
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- Responsible for payroll administration
- Verifies and processes bi-weekly payroll
- Ensuring that new employees are onboarded into the Paycom system and completing the E-Verify procedures for all new employees
- Review benefits deductions to ensure accuracy in the Paycom system
- Process all payroll changes regarding employees, including rate/title changes, terminations, etc. via the Paycom Personnel Action Form procedures
- Maintains and processes benefits and payroll accruals for all staff
- Processes all benefits statements to ensure timely and correct payment of all benefit invoices
- Assist the CFO with various reporting, including all state and federal annual required employment and benefits reporting
- Collaborates with all functional areas to incorporate financial analysis, data, and forecasts that support and align with strategic initiatives from Senior Leadership and/or Heard Museum Board
- Maintain a documented system of accounting policies and procedures and a system of controls over accounting transactions
- Assists in all Payroll communication, including employee questions regarding employment and benefits
- Develops workflow to improve payroll and benefit operations and efficiencies
- Leads the on onboarding of new employees by providing communication of all museum benefits and subsequent enrollment in various benefit plans
- Active Staff Member of the Heard Museum HR Committee
- Assist with recruitment functions as assigned including ad placements and resume reviews
- Works closely with contracted outside consultants regarding all museum benefit plans, especially during open enrollment timeframe
- Manages the museum’s Open Enrollment process for all benefit plans and the training and maintaining Employee Navigator portal for all staff
- Ensure employee benefit changes are completed accurately and are properly documented
- Ensures all employee performance reviews are completed timely and recorded in the employee’s personnel file. Assists with the annual compensatory review for all positions
- Maintains employee Job Descriptions and employee files in a secure and organized manner
- Works with terminated employees upon exit and review applicable COBRA procedures
- Assists the COO/CFO in maintaining and updating the Heard Museum Employee Handbook. Able to answer all inquiries of the Employee Handbook to staff and HR Committee.
Employment Requirements:
Background Check
Education:
Bachelor’s degree in Accounting or equivalent experience
Previous Experience:
- The successful candidate will have at least 5 years of related Payroll, Benefits and HR experience, preferably non-profit
Qualifications:
- Advanced user with Paycom payroll software, using multiple payroll data sets
- Possess advanced skills to work independently, with limited supervision
- Ability to multi-task, superior accuracy and attention to detail, memory recall and follow-up skills
- Ability to successfully manage and implement projects within deadlines
- Demonstrated ability to communicate clearly, both verbally and in writing, in an informed and persuasive manner, to multiple constituencies, including curators, artists, administrators, staff and external parties
- A strong focus on internal and external customer service while maintaining the necessary confidentiality
- Ability to work cooperatively and independently to solve problems and deliver solutions.
- Positive attitude and team player, with a willingness to learn and ability to communicate difficulties that arise
- Must be able to work well with all levels of internal and external customers.
How to Apply
Send resumé to hr@heard.org with the subject line: Senior Payroll Specialist. You may also include a cover letter or paragraph explaining your interest in the position.
Staff Accountant
Location: Heard Museum, Phoenix, AZ
Position Information: Full time, Exempt
Job Description Summary:
The Staff Accountant position is responsible for processing accounts payable, preparing cash deposits, and completing general administrative functions in the Finance Department. The position supports the museum’s mission and vision by providing financial support to various departments. This position reports to the Chief Financial Officer.
Essential areas of responsibilities include, but are not limited to the following:
(1) Accounts Payable Functions:
- Processes all accounts payable information (ensuring all required invoice approvals, invoice coding and entry) in an accurate and timely manner, entering into the accounting software for both the museum and the Guild
- Processes all checks and ACHs on a weekly basis based on accounts payable aging and cash requirement reports; prepares and transmits bank Positive Pay file
- Prepares journal entries for posting of invoices and payments into the accounting software
- Maintains all vendor and payment files
- Audits and reconciles corporate credit card statements, in coordination with credit card holders
- Reconciles vendor statements and resolves discrepancies
- Addresses and reviews all inquiries involving accounts, payments and invoices
- Processes 1099’s at calendar year-end
(2) General Ledger/Office Support Functions:
- Records daily sales revenue from multiple revenue centers across the museum and reconciles these transactions to the general ledger and bank
- Transmits remote desktop check deposits to the bank daily
- Collects daily cash deposits and prepares them for twice weekly delivery to the bank by armored carrier; maintains the museum’s petty cash and manages all change orders
- Performs month-end duties, including AP Analysis, account and petty cash reconciliations, and journal entries
- Manages and reviews all outstanding checks for the museum and the shop
- Works with the CFO and the Controller to update and track all restricted funds
- Completes required, general administrative functions in the department
Employment Requirements:
Background Check
Education:
Bachelor’s degree in Accounting or equivalent experience
Previous Experience:
- The successful candidate will have at least 5 years of high volume, Accounts Payable experience, with submissions coming from multiple channels
- Knowledge and experience of full cycle general ledger accounting, reconciliation and month end close
Qualifications:
- Acumen to improve and streamline current AP processes for efficiencies
- Prior implementation of software for external user submission for AP processing
- Ability to work independently and multi-task, with superior accuracy, attention to detail, and follow-up skills
- Highly organized, in order to track invoices from submission until receiving final approval
- Ability to successfully manage and implement projects independently within deadlines.
- Demonstrated ability to communicate clearly, both verbally and in writing, in an informed and persuasive manner, to multiple constituencies, including curators, artists, administrators, staff and external parties.
- A strong focus on internal and external customer service while maintaining the necessary confidentiality
- Ability to work independently, with limited supervision, to solve problems and deliver solutions.
- Positive attitude and team player
- Must be able to work well with all levels of internal and external customers.
- Proficient with Microsoft Office software, especially Microsoft Excel
- Experience with accounting software business systems; Blackbaud Financial Edge a plus.
- This is an in-person position
How to Apply
Send resumé to hr@heard.org with the subject line: Staff Accountant. You may also include a cover letter or paragraph explaining your interest in the position.
Bookstore Manager
Location: Heard Museum, Phoenix, AZ
Grade: Full time
Job Description Summary:
Under the direction of the Director of Retail Operation, the Bookstore Manager will direct the Heard Museum’s Books & More’s operations. Primarily responsible for the purchasing, stocking and selling of books and merchandise to museum members and the general public. Maintain a significant floor presence and availability to customers and staff.
Essential areas of responsibilities include, but are not limited to the following:
- Determine, order, receive, display, and sell books and merchandise consistent with Books & More’s Native American and Southwest focus.
- Become proficient in all aspects of the point-of-sale system (Counterpoint) and the related equipment including cash registers and personal computer and printer applications.
- Direct Books & More sales associate(s) and volunteers.
- Achieve financial goals.
- Conduct book signings and support museum events.
- Supervise sales floor and cashiering functions and provide customer service.
- Implement policies and procedures as directed by the Director of Retail Operations and assist in developing new policies and procedures.
- Maintain store appearance and cleanliness.
- Assist in taking physical inventories.
- Perform cash register duties as required.
- Assist customers.
- Must lift, carry, load and unload merchandise weighing up to 35 pounds.
- Other related duties as required.
- Serve as Counterpoint liaison within the organization as swell as with our partner; The Retail Computer Group and Radiant Systems.
Preferred Qualifications:
- Experience in shaping retail experiences for the visitor through creative merchandising.
- Ability to successfully manage and implement projects within deadlines and budgetary constraints.
- Ability to work cooperatively and independently to solve problems and deliver solutions.
- Must be able to work well with retail staff, volunteers, and management.
- Counterpoint experience a plus.
Employment Requirements:
Background Check
Education:
High School degree
Previous Experience:
The successful candidate will have at least 5 years of related and progressively responsible retail management experience preferably within a retail bookstore organization.
How to Apply
To apply, send resume to kgould@heard.org with the subject line: Bookstore Manager
