POSITION SUMMARY: The Accounting Assistant provides administrative and accounting support to the Finance team, helping ensure the efficient processing of financial transactions and day-to-day office operations. This role supports accounts receivable activities, assists with expense and invoice administration, maintains key records and documentation, and serves as a liaison for various operational functions, including mail services, parking administration, and office supply management.
DUTIES AND RESPONSIBILITIES:
Accounting and Financial Support
- Assist with preparing accounting posts and supporting documentation from the Box Office and Development department for review and processing
- Upload accounting posts from Tessitura into Financial Edge NXT and assist in reconciling transactions as needed
- Prepare and deliver cash deposits to the bank on scheduled deposit days
- Provide administrative support related to executive expenses, including gathering documentation, coding support, and credit card reconciliation assistance
- Assist with processing and organizing occasional invoices and related supporting documentation
- Maintain organized financial records and assist with document retention practices
Insurance and Administrative Support
- Assist with maintaining insurance policy files and related documentation
- Track insurance policy renewals, prepaid expenses, and supporting records
- Support forecasting and budgeting activities by maintaining accurate insurance-related schedules and documentation
Office Support
- Manage incoming and outgoing mail, including monitoring mail for checks and coordinating FedEx, UPS, and other shipments
- Order, receive, and maintain office supply inventory
- Serve as the primary administrator for employee parking cards, including issuing new cards, replacing lost or damaged cards, maintaining records, and coordinating with the City of Miami Beach when necessary
- Assist with special projects and other administrative or finance-related duties as assigned
EDUCATION AND EXPERIENCE:
- Associate degree in Accounting, Finance, Business Administration, or a related field preferred; one to three years of administrative, accounting, bookkeeping, or finance support experience preferred; an equivalent combination of education and experience may be considered.
- Experience working in a nonprofit organization or arts environment is a plus
KNOWLEDGE, SKILLS, AND ABILITIES:
- Strong attention to detail and commitment to accuracy
- Ability to maintain confidentiality and handle sensitive financial information
- Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
- Effective written and verbal communication skills
- Ability to work independently while collaborating effectively with colleagues across departments
- Proficiency with Microsoft Office Suite, particularly Excel and Word
- Experience with accounting software; familiarity with Financial Edge NXT and/or Tessitura is preferred
- Customer-service-oriented approach and ability to interact professionally with employees, vendors, and external partners
- Passion for the mission of New World Symphony and commitment to its values of community, respect, excellence, accountability and trust
PHYSICAL REQUIREMENTS:
- Ability to sit and work at a computer for extended periods
- Ability to occasionally lift and transport mail, office supplies, and deposit materials weighing up to 20 pounds
- Ability to travel locally for bank deposits and other business-related errands as needed
EEO STATEMENT: The New World Symphony is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.