BASIC FUNCTION: As part of collaborative Development Records and Information Strategy teams, the Manager, Development Records Accounting is responsible for ensuring that all financial information related to gift and membership transactions is correctly documented, allocated, deposited, transmitted to the general ledger, and reconciled. This includes, but is not limited to, monitoring banking and stock accounts for payments; batching, balancing and posting gifts; maintaining and creating fund accounts; receipting; working with partners in the Controller’s Office, Museum Finance and Central Finance departments regarding tax deductibility, gift allocation, fund creation, and reconciliation. In addition, this position works with colleagues in Development Records, Development IS, and Development Research to create and maintain efficient processes that result in accurate results, and actively develops and leads a current team of two.
Essential Duties and Responsibilities
- Manage all aspects of gift accounting for all units of the Art Institute.
- Serve as a resource and liaison to various individuals and groups served by Development Records on matters of gift accounting, database gift record management, and related policies and procedures.
- Communicate directly with representatives of Museum and Central Finance and Accounting, Development, Advancement, and Membership staff and leadership, and other departments as needed.
- Ensure that all IRS and other regulatory guidelines pertaining to the processing of donations are met.
- Monitor banking and stock accounts for payments and transfers; resolve issues and problems
- Batch, balance and post gift transactions; review and reconcile transactions and cash reports and receipts daily; reconcile gift accounts internally and with Finance regularly.
- Manage or execute cash receipting and reporting, journal entries, chargebacks.
- Provide judgement or advice on allocating gifts to appropriate funds to align with donor intent; manage and execute fund creation process as needed in conjunction with Museum and Central Finance.
- Interview, hire, train, and direct Development Records Accounting staff. Manage and monitor daily work of staff, including temporary help. Includes scheduling, assigning work, monitoring productivity, work schedules and project timelines, as well as compliance with policies, procedures and protocols. Provide feedback on quality and quantity of work, and coaching when necessary. Instill goal-oriented approach consistent with achieving the department’s objectives. Thoughtfully develop staff skills, knowledge, and potential for advancement
- Adhere to department coverage, vacation blackout periods as defined by business need.
- Assist with gift entry or other related tasks during peak periods.
- Demonstrate leadership and make responsible decisions related to pledges and gifts; work with Director to create and interpret policies, procedures, systems, and regulatory requirements.
- Assist in establishing, documenting, and updating written departmental policies and procedures describing gift processes, systems, rules, and guidelines.
- Provide advice, assistance, and training to various departments and staff on gift handling practices, gift acceptance policies, and reconciliation of gift and membership revenue. Assist the director in implementing training and orientation programs on gift management policies, procedures, reports, tips, for AIC staff.
- Participate in the development of the entire department’s strategic goals and direction.
- Monitor and participate in relevant listserves, training opportunities, user groups, publications, and professional groups to maintain a strong knowledge of developments in the fields of development, financial and data management.
Experience, Education, and Licensure
- Bachelor’s degree or superior combination of education and experience, preferably in Business or Accounting.
- Experience and references demonstrating scrupulous accuracy and attention to detail, particularly in handling financial data and instruments.
- Proven ability to prioritize and work independently, responsibly, and meet deadlines.
- Ability to follow departmental policies and procedures and identify situations not covered therein.
- Superior knowledge of gift transactions, financial controls, accounting methods and principles, and regulatory requirements.
- At least two years experience with gift processing and/or database management, in a non-profit environment; at least three years preferred.
- Excellent spoken and written language skills
- Demonstrated strength and experience in supervising a variety of staff, particularly engaged in financial or data entry functions.
- Ability to train others on simple and complex processes
- Ability to make effective and persuasive presentations to internal and external groups and individuals.
- Excellent interpersonal and relationship building and maintenance skills and ability to function well within multiple teams.
- Hands on experience with fund-raising databases generally, membership modules specifically; Raiser’s Edge preferred.
- Hands on experience with importing, exporting, and integrating data from multiple systems. Experience with IOM, PeopleSoft Financials, and/or Gateway Galaxy a plus.
- Required proficiency in information management and “power user” knowledge of standard Windows applications such as Excel and Access.
- Ability to apply principles of logical thinking to a wide range of intellectual and practical problems while maintaining creativity in problem-solving.
- Demonstrated client service skills with ability to think strategically and understand how each action and decision impacts the organization as a whole.
- Ability to work under pressure of time and frequent requests from multiple sources each having their own timelines and constraints, and with all levels of administrative staff.
- Ability to apply an ethical code and good judgment, and to handle sensitive financial information, instruments, and confidential materials with scrupulous honesty and discretion
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.
Minimum Education Required