Chesterwood Historic Site

4 Williamsville Rd
Stockbridge, MA 01262

Date Posted:
August 03, 2020

Western Massachusetts



Business Operations Assistant (Part Time)


Job Summary:

This part-time position (2 ½ days a week or 18 hours a week) will assist with all financial transactions that occur in the course of Chesterwood’s daily business, including processing invoices, producing contracts, tracking receipts and payables, including all Gift Shop purchases and sales. This position will prepare revenue reconciliation reports, process invoices within the accounts payable system of the National Trust, enter receivables into Chesterwood’s register system, reconcile Chesterwood’s local bank account, prepare monthly financial reports, and track expenses against operating budgets, special project budgets, grants and contracts, raising any questions or discrepancies for review by the director or business operations manager.


This position must learn and gain a full understanding of Chesterwood’s finances, including but not limited to the following, to be handled on a daily, weekly, monthly or annual basis as described below: cost centers, revenue and expense codes for each site activity, balance sheet accounts, invoice procedures, contracts processes, tracking and reporting use of donor restricted grant funds and contributions, and working with staff to confirm fair market value of fundraising events to inform attendees and record revenue.

Daily/weekly tasks:

Review daily mail and email for paper and emailed receipts or payables.
Code invoices with a budget line number and get signed approval from Executive Director
Monitor website back end (Square Space) for incoming commerce (Gift Shop/Memberships) and donations (Annual Appeal)
Run a report in online booking system (Fareharbor) to track admissions/parking pass income and fees
Record and reconcile daily receipts in TAM register system.
Retrieve paper receipts, cash and checks from the Gift Shop safe
Reconcile receipts and make a bank deposit (Berkshire Bank) at least one time per week
Bring large bills to bank to make smaller change for the registers
Enter all invoices into Unit 4 accounting system with appropriate backup (contracts, notes on revenue to cover cost, etc.) and track for electronic approvals
Coordinate petty cash account, track receipts and balance
Ensure that all programmatic use of shop items is recorded appropriately as interoffice sales
Track Gift Shop purchases and sales, order new inventory as appropriate
Update the TAM user interface when applicable
Enter all donations/memberships in to CRM report
Interface with vendors in receiving appropriate EFT forms and W9’s
Produce a Receipt and Deposit Report

Monthly tasks:

  • Reconcile Receipts and Deposits report to Berkshire Bank statement; ensure proper coding for receipts; reconcile with TAM
  • Produce a Cost of Goods report based on Gift Shop sales each month
  • Reconcile monthly Bank of America credit card statements, ensuring appropriate coding and backup, and submit monthly
  • Assist Executive Director as needed in preparing and reviewing monthly dashboards, variance reports, and forecast reports by entering required data
  • Review monthly financial statements to confirm appropriate coding and submit journal entry requests as needed to correct errors
  • Reconcile deferred revenue account with site staff to confirm that special property use (site rental) records match what is in the general ledger
  • Reconcile petty cash account monthly and submit reimbursement to Unit 4
  • Obtain appropriate records to record value of donated services/goods in the general ledger and submit to HQ for recording

Annual Tasks

  • Assist with budget preparation by helping to compare previous year data to budget and flagging items needing adjustment
  • Complete fiscal year end journal entries, receivables, accrual worksheet, etc.

Other duties as assigned

  • At least 1-2 years professional experience in accounting related work
  • Experience in accounts payable/receivable, balance sheet reconciliation, budget tracking, journal entries, and reconciling bank accounts, including credit card transactions preferred
  • Basic analytical and problem solving skills, including issue identification and prioritization.
  • Basic project-organiztion skills. Ability to achieve results with moderate supervision.
  • Effective presentation skills. Excellent writing, spelling, grammar, and proofreading skills in English, as well as strong verbal communication and customer service skills.
  • Proven ability to collaborate and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders – vendors and donors.
  • Strong organizational skills with excellent attention to detail and ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
  • Ability to adapt and be flexible in a dynamic work environment, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. Public contact and ability to work successfully in close proximity to others required.
  • Ability to continually develop skills related to use of rapidly changing technology and communications best practices; demonstrated ability and interest in learning new accounting systems and assisting other staff with their use
  • Advanced Excel skills and experience using online accounting systems required; familiarity with Unit 4 Business World is a plus. Experience with the following, or comparable, softwares is a plus: TAM or other POS/inventory management system for recording of revenue; Past Perfect donation management and online membership sales software; Unit 4 accounts payable system
  • Bachelor’s degree (or equivalent years of experience) required, including 2 or more years of accounting coursework.
  • Regular and reliable attendance is required, with flexible schedule and the ability to work during the first 2 business days of every month to complete monthly close procedures.
  • Because this position involves handling of cash, credit cards and sensitive member and financial data, a criminal background check is required upon offer to a final candidate.
How To Apply:
Please upload your resume and cover letter at the following link to our application portal:
Apply by:
August 20, 2020
About this Organization:
Chesterwood, a National Trust Historic Site, is the country home, studio and gardens of America’s foremost sculptor of public monuments, Daniel Chester French (1850-1931), creator of the Minute Man and Abraham Lincoln for the Lincoln Memorial.