Comptroller

Job Title: Comptroller

Department: Finance

Reports to: Assistant Director of Finance

Summary:

Reporting to the Assistant Director of Finance, this role is responsible for data entry, maintenance of the general ledger and payroll processing. Performs accounts receivable and payable functions, records deposits from external sources and reconciles accounts. Ensures that internal controls are maintained at all times and partners with other departments for the continuous improvement of policies, procedures, and system enhancements. Performs analysis of data for monthly financial and budget reporting and actively participates in financial audit and tax preparation.

Duties and Responsibilities:

General accounting and internal control

  • Daily maintenance of general ledger accounts in QBO, ensuring completeness of all data entry and correct classification of revenues and expenses.
  • Process bills for payment, including wire transfers, and prepare invoices when needed.
  • Record deposits from all external sources, including US mail, Revel, WooCommerce, Blackbaud, Ovation Tix, etc.
  • Maintain physical and electronic accounting, receivables, and payables files.
  • Procure and manage documentation required for new vendors and contractors to support proper classification, accounting, and tax reporting.
  • Maintain an accounting procedures and policies manual in accordance with GAAP and best practices.
  • Maintain internal control and safeguards for receipt of revenue, costs, program budgets, and actual expenditures.
  • Monitor cash balances and funding requirements on a regular basis.
  • Monitor and coordinate with the Development department the collection of any outstanding pledges and receivables.
  • Assess and recommend options for the continuous improvement of other departments’ policies, procedures, and system enhancements in order to increase the efficiency and effectiveness of service delivery, including the administration and monitoring of projects that affect or cross over financial and management reporting.

Payroll and benefits management

  • Process biweekly payroll, maintain general ledger mapping and set-up of new hires in PayChex payroll system and QBO.
  • Responsible for employee benefit enrollment, disenrollment, and reconciliation. Handles completeness of employee records for record keeping and tax compliance.
  • Review payroll-related reporting requirements of Forms 941, 940 and W-2.
  • Responsible for remittance and reconciliation of HSA, 403(b) Thrift Plan, and any other employee benefit withholdings/payments.
  • Manage the accuracy of paid time-off, including vacation carry-over.

Financial and management reporting

  • Analyze financial data and prepare monthly unaudited financial reports in an accurate and timely manner; communicate and handle the resolution of issues or internal control weaknesses encountered in the preparation of monthly and annual financial statements.
  • Prepare monthly Budget to Actual report in an accurate and timely manner.
  • Report the levels of temporary and permanent restricted assets for cash flow purposes on a monthly basis or more frequently if needed.
  • Assess cost allocation methodologies (headcount, direct cost, or combination) on a regular basis for Budget Report based on Grant format and audit requirements.
  • Ensure compliance with annual reporting/renewal requirements of Office of the Attorney General and Secretary of States where Chinati has a license to operate (CA, NY and CO).

Audit and tax management

  • Coordinate all audit activity, whether financial, insurance (e.g., workmen’s compensation) or tax-related.
  • Prepare and coordinate the preparation of Form 990.
  • Monitor compliance with backup withholding requirements via Form W-9 or Form-8BEN. Ensure accuracy and timely distribution of 1099-NEC and 1099-MISC forms.
  • File application for real estate tax exemption (Property Tax Exemption) every February. Ensure that the list of properties is up to date in coordination with the Director of Preservation.

Skills and Qualifications:

  • Degree in accounting or related discipline.
  • Minimum of three (3) years of full-time employment in accounting, auditing, budgeting, or related financial activity.
  • Knowledge or experience in cost, grants, and fund accounting is desirable.
  • Hands-on experience in QuickBooks Online and any payroll accounting software or applications such as PayChex.
  • Strong organizational, interpersonal, and communication skills, a plus
  • Strong ability to apply accounting theory and principles such as GAAP or tax regulations in performing work duties.
  • Team player in the evaluation and resolution of any finance-related issues up to the required implementation and compliance of changes in policies and procedures.
  • Strong knowledge in MS Office tools – Word, Excel, and Outlook.
  • Highly competent in time management and prioritization.

Terms:

This is a full-time position based in Marfa, TX. Ability to relocate is required. The Chinati Foundation provides a comprehensive benefits package. Salary for this position is in the range of $75,000. Salary is regularly assessed to ensure we remain competitive. You are paid within a salary range commensurate with experience, range of managerial responsibilities, size of the museum, and geographic location.

To Apply:

Submit a cover letter and resume via email (subject: Comptroller) to jobs@chinati.org.

EOE Statement:

The Chinati Foundation is an Equal Opportunity Employer and does not discriminate on the basis of age, color, national origin, ethnic origin, citizenship status, disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, marital status, veteran status, or any other characteristic protected by federal, state, or local law in its employment policies. In addition, Chinati will provide reasonable accommodations for qualified individuals with disabilities.

About the Chinati Foundation:

The Chinati Foundation is a museum created by the American artist Donald Judd in far West Texas. At Chinati, large-scale works of art by 13 artists are permanently sited in relation to architecture and the land. The museum complex of 340 acres and 34 buildings is located primarily on a former military base surrounded by desert grasslands, with several additional sites in the historic town of Marfa. The stewardship of Judd’s vision and supporting the visitor experience are paramount. Applicants should consider the remote location and unique culture of an art town in a border community in the high Chihuahuan desert. The Foundation is a 501(c)(3) non-profit organization.