Finance Administrator

About Friends of the NC Museum of Natural Sciences:

Friends of the NC Museum of Natural Sciences (“Friends”) is a nonprofit organization whose purpose is to support the NC Museum of Natural Sciences (“Museum”), the most visited museum in the state. All Friends activities serve the broader goal of helping the Museum illuminate the natural world and inspire its conservation.

As admission to the Museum and its satellite locations is free, Friends relies upon a combination of earned revenue (from the Museum Store, Café, WRAL 3D Movie Theater, special events, exhibitions, and programs), as well as contributed income (through Museum Membership and philanthropic support) to make possible the activities that bring our Museum to life.

Friends is committed to fostering a welcoming, growth-minded, and mission-driven environment where all employees demonstrate an active dedication to meeting Friends’ employee competencies of effective communication, culture of service, people development, decision making, building relationships and emotional intelligence, and functional skills and knowledge.

Position Summary: Reporting to the Finance Manager, the Finance Administrator will be responsible for handling day-to-day financial transactions, ensuring accurate processing and record-keeping of invoices, payments, and receipts. This role is critical in maintaining the financial integrity of Friends, supporting smooth operations, and providing exceptional service to internal and external stakeholders. This position is eligible to work remotely up to two days per week after completing an initial onboarding period.

Duties/Responsibilities:

Accounts Payable

• Process vendor invoices accurately and in a timely manner, ensuring compliance with Friends’ policies and procedures. Resolve discrepancies and seek clarifications where needed.
• Prepare and process weekly payment batches, including checks, ACH, and wire transfers.
• Review corporate credit card expenses for coding accuracy to the general ledger.
• Maintain vendor records, including W-9 forms and payment terms, ensuring data accuracy and completeness.
• Respond to vendor inquiries and reconcile vendor statements.
• Assist with year-end 1099 preparation and reporting.
• Prepare and submit monthly sales and use tax reconciliation.

Accounts Receivable

• Generate and distribute invoices to clients, donors, and other stakeholders in alignment with contractual agreements.
• Record and reconcile daily cash, check, credit card, and electronic payments for the Museum Store, Box Office, and Development departments.
• Maintain accurate records of all AR transactions and prepare monthly aging reports.
• Monitor and follow up on outstanding accounts receivable to ensure timely collections.
• Address customer inquiries regarding invoices and payments professionally and promptly.
• Prepare and submit bi-annual sales tax refund requests.

General Financial Support

• Ensure accurate coding of expenses and revenues to the general ledger.
• Assist the Finance Manager in monthly, quarterly, and annual closing processes by reconciling accounts, preparing journal entries, and generating closing schedules and reports.
• Assist the Finance Manager with preparation and analysis of quarterly financial reports to department heads.
• Maintain organized electronic and physical files of financial documentation.
• Support the Finance Manager in audits by providing requested documentation and explanations.
• Contribute to the continuous improvement of financial processes and systems.

Physical Requirements:

• Primarily works in an office environment, with occasional visits to off-site meetings or events.
• Ability to sit frequently for prolonged periods at a desk.
• Sufficient hand and finger dexterity to use a keyboard, calculator, and other office tools.
• Visual acuity to read financial documents, spreadsheets, and computer screens, and to distinguish numerical and textual information accurately.
• Ability to focus on a computer monitor for prolonged periods with normal rest breaks.
• Occasional walking, standing, and bending are required.
• May occasionally need to lift, carry, or move items up to 30 pounds.
• Flexible hours may be required during audits, events, or special projects.

Skills and Abilities:

• Strong working knowledge of nonprofit accounting principles and regulations, particularly accounts payable and accounts receivable.
• Proficiency in Microsoft Office Suite.
• Experience with accounting software, with a preference for experience with MIP.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize tasks, meet deadlines, and work independently and collaboratively in a fast-paced environment.
• Excellent communication and interpersonal skills to effectively interact with vendors, customers, and staff.
• Commitment to the mission and values of the NC Museum of Natural Sciences.

Education and Experience:

• Associate’s or Bachelor’s degree in finance, accounting, business administration or related field preferred.
• Minimum of 2-3 years of experience of accounting, preferably in a nonprofit organization in accounts payable, accounts receivable, or a similar role.
• A combination of education and relevant work experience will be considered.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required for the position. All employees may have other duties assigned at any time.

Friends of the NC Museum of Natural Sciences is an Equal opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age or any other characteristic protected by law.