The Finance & Governance Specialist will support the Finance and Operations Team with functions including but not limited to: daily accounting tasks, financial reporting and analysis, internal control procedures, accounts payables and receivables, contract management, order fulfillment, and business compliance. The Finance & Governance Specialist will support the governance process of NAEA in support of the Executive Director and with the Convention and Programs Manager.
Manage the daily accounts payables, accounts receivables, and cash management processes.
Compile, organize and maintain documents such as invoices and checks to substantiate business transactions.
Code invoices for payment; obtain applicable approvals and process payables – gathering approvals and signatures before distribution. Monitor distribution to ensure complete payment.
Handle cash delivery, management, and deposits in-house and onsite at events as needed.
Create daily check logs and charge logs, distribute to membership services team for processing, reconcile and file once complete.
Download and organize batches from lockbox service and distribute to membership services team for processing.
Create monthly deposit summary and monthly lock-box summary and verify all transactions to bank account.
Reconcile and verify daily bank deposits and online transactions.
Monitor all transactions in checking account – keeping CFOO and Controller informed as to any questionable transactions and cash-flow balance concerns.
Serve as point of contact for all purchase orders submitted.
Respond to vendor information requests.
Assist the membership services team when specific invoices are requested, such as quotes, combined order invoices and purchase order invoices.
Process all refund requests, verifying all initial transaction details.
Act as liaison with credit card merchant companies regarding chargebacks and other issues affecting NAEA accounts.
Process check payments returned by bank; notify customer for recovery of owed funds; monitor outstanding customer accounts.
Handle account receivable inquiries by members and staff; resolve A/R related issues.
Prepare and review financial transactions and entries and participate in monthly closing of the general ledger for association and foundation.
Pull monthly bank statements and mid-month reports, send to CFOO and Controller for review.
Maintain annual financial and general business files.
Maintain records in quickbooks, bill.com and other accounting databases.
Manage clover payment processing system and devices, programing inventory/ registration for events as needed.
Create investment audit worksheets from monthly investment statements.
Reconcile and track receipts to credit card statement. Work with cardholders to code and collect receipts for transactions.
Manage event balance due reminders.
Pull monthly postage report, maintain postage due account and postage reserve account.
Receive and distribute or process mail/faxes as necessary.
Inventory and Order Management:
Produce daily order fulfillment reports and monitor order fulfillment via outside vendor.
Enter tracking details into association management software (AMS) and ensure shipping log is available to membership services team for customer support.
Maintain the NAEA Amazon store, entering all invoices into Quickbooks and processing payments monthly.
Review vendor’s invoice for accuracy.
Fulfill merchandise orders with Controller and fulfillment center.
Compare shipping rates and send to CFOO and Controller which any recommended action to ensure NAEA’s maximum profitability in this area.
Maintain and file proper license, tax, and other compliance documentation with the appropriate local, state, and federal agencies for NAEA and NAEF.
Maintain NAEA contracts and track terms for proper compliance and execution.
Document and track speaker agreements for events.
Manage governance and policy documents, their periodic review, and process approved updates.
Assist in preparation of Board of Directors/Executive Finance Committee meeting agendas, attend meetings serving as Secretary developing minutes and providing procedural guidance.
Support Executive Director in coordination and management of councils, commissions, committees, etc.
Provide support, as needed, to board members, elects, state leaders, and interest groups leaders.
Perform other duties as assigned by the Chief Finance and Operations Officer, or Executive Director, or Controller.
2-3 years professional experience within an association or nonprofit in accounting, finance, or related field.
Proficient and knowledgeable working with Generally Accepted Accounting Principles and reporting processes.
Proficient and knowledgeable working with Quickbooks or other accounting software, Clover, bill.com, or other online payment systems, Impexium or other association management and membership database systems, GSuite, MS Office, BoardPaq, Robert’s Rules of Order.
Experience with boards of directors and non-profit governance structures and procedures.
Detail oriented, highly analytical, and inquisitiveness are strongly desired.
Excellent written and verbal communication skills required.
Knowledge and understanding of payables and receivable functions.
Some travel and weekend work required.
Must be results driven, team-oriented, and individual/organizational capacity builder.
The National Art Education Association (NAEA) is a nonprofit, 501c3 membership organization and is the leading professional organization exclusive to visual arts, media arts, and design educators.
NAEA champions creative growth and innovation by equitably advancing the tools and resources for a high-quality visual arts, design, and media arts education throughout diverse populations and communities of practice.
Members include elementary, middle and high school visual arts educators, college and university professors, researchers and scholars, teaching artists, administrators and supervisors, and art museum educators, as well as more than 59,000 students who are members of the National Art Honor Society or are university students preparing to be art educators.
NAEA harnesses the power of the visual arts, design, and media arts to educate and enrich the lives of all learners and communities, especially those who are members of historically marginalized groups, and serves as a catalyst for developing creative and culturally competent future generations.