Special Events Accountant

Join the Museum of Modern Art as an Accountant dedicated to the Special Events Department, handling all financial aspects including accounts payable, accounts receivable, ticket sales, donor acknowledgments, alcohol cost accounting, internal reporting, and reconciliations in collaboration with the Museum’s Accounting Department.

Responsibilities

• Administer all accounting functions for the Special Events Department, including A/P (events, departmental expenses) with a focus on vendor relations, A/R (corporate entertaining, trustee reimbursable events, miscellaneous reimbursements), and journal entries for liquor distribution and profit.
• Set up new vendors as needed and maintain vendor relationships.
• Facilitate data entry and maintenance of the Salesforce database for the Special Events Department.
• Develop and maintain revenue forecasting to support planning and strategy; run weekly revenue reports for internal meetings.
• Implement and monitor a system for expected expense tracking, ensuring alignment with annual event budgets and identifying potential variances.
• Process incoming payments (checks, ACHs, wires, cash) for Museum benefit events and corporate events.
• Oversee after-party ticket sales for Museum benefit events, including online sales, customer service, troubleshooting, and processing refunds.
• Serve as the primary liaison between the Museum and Art Food for all beverage service operations; cross-train to oversee beverage services in the vendor's absence.
• Calculate alcohol consumption costs based on pulls and returns per event using Accubar; submit monthly journal entries to charge alcohol costs per event.
• Submit monthly New York State liquor tax estimates to the Accounting Department.
• Process alcohol delivery invoices in a timely and accurate manner.
• Manage and track alcohol requests for Museum benefits, private high-level donor events, corporate entertaining, exhibition celebrations, and Museum-wide events.
• Complete monthly reconciliations for corporate, internal, and benefit events, providing a final summary for each event; reconcile the Special Events program in full for year-end close.
• File income and expense accruals for year-end close and book pledges with proper documentation.
• Pull weekly and monthly reports from Salesforce and other Museum systems, including revenue, expenses, liquor tax estimates, A/R, and others as needed.
• Generate IRS-compliant receipts for Special Events donors and reprint as requested.
• Oversee all departmental budgets, Museum events, and programs, including exhibition celebrations budget; manage the annual budget creation process with Special Events and Finance teams.
• Prepare, in consultation with the Assistant Director, Development Operations, annual schedules for Accounting and year-end reports for audit and tax forms.
• Create all alcohol and rental invoices for corporate clients and internal reimbursement invoices; reconcile credit card charges for department Navan accounts.
• Perform any other duties reasonably related to the functions described above.

Requirements

• Bachelor’s degree in accounting.
• Three to five years of experience in financial and/or accounting management, preferably with fundraising and events.
• Salesforce experience preferred.
• Proficiency in Microsoft Excel, including the ability to create and manage budgets, financial reports, pivot tables, lookup functions, formulas, and data analysis.
• Superior quantitative and communication skills.
• Ability to work independently against strict deadlines and with a wide variety of individuals in technical as well as functional roles.

Pay

Salary range: $87,002 – $92,000 per annum.

Reports to: Assistant Director, Development Operations and Associate Director, Special Programming and Events. This is a unionized position represented by Local 2110, UAW, AFL-CIO.