Accounts Payable & Operations Accountant

Description

POSITION SUMMARY

Milwaukee Repertory Theater is seeking a detail-oriented and systems-minded Accounts Payable and Operations Accountant. The ideal candidate will combine strong attention to detail with strategic thinking, excel at problem-solving and process improvement, and thrive as a versatile team player in a fast-paced arts environment. This role offers significant growth opportunities for an accounting professional passionate about supporting the theater's mission while building efficient systems and communicating effectively across all departments.

Direct Reports: 0 FTE

What We Are Looking For:

• You are known for your exceptional accuracy and commitment to getting the details right every time.
• Efficiency is your hallmark. You implement processes that balance speed with quality and precision.
• Time management is your superpower. You prioritize tasks and manage deadlines to keep everything moving forward with clarity and reliability.

Essential Duties and Responsibilities Include:

Accounts Payable and Vendor Management

Core Operations

• Process invoices, code entries, and maintain vendor records with accuracy.
• Coordinate with various departments to ensure invoices are processed accurately and posted correctly to the general ledger.
• Prepare ad hoc payments (checks, wires).
• Reconcile vendor statements and investigate discrepancies.
• Ensure complete and accurate reflection of all AP transactions in the accounting system, including proper expense coding, accruals, and liability tracking.

Credit Card Program Management

• Administer the company credit card system, including cardholder setup and policy enforcement.
• Monitor credit card transactions for policy compliance and appropriate business use.
• Manage the monthly credit card reconciliation process, ensuring all charges are properly reviewed, approved, and coded.
• Ensure credit card transactions are accurately recorded in the accounting system with proper documentation and GL coding.
• Address policy violations and work with cardholders to resolve missing receipts or documentation.

1099 Contractor and Contract Administration

• Maintain contractor and agent contracts, understand contract terms and structure payments.
• Set up vendors in system with correct payment structures.
• Manage 1099 year-end reporting and reconciliation.
• Organize and maintain contract filing system.
• Identify multi-year contracts for audit purposes.
• Flag upcoming contract renewals or expirations.

Operations Accounting

Bank and Cash Management

• Monitor bank account daily for fraud alerts and deposits.
• Perform bank reconciliation (Controller reviews for internal controls).
• Deposit checks to the bank as needed.

Sales Tax

• File sales tax returns on schedule.
• Process sales tax payments.
• Reconcile sales tax to GL.

Insurance and Administrative

• Organize and track commercial insurance policies and renewals.
• Collect and maintain current driver's licenses from employees.
• Provide updated driver's license list to insurance agents.
• Serve as point of contact for insurance-related questions and changes.

Royalty Payments

• Calculate royalty payments based on show activity and contract terms.
• Process royalty payments through AP.
• Ensure payments are recorded correctly in GL.
• Track and reconcile royalty accruals.

Additional Responsibilities

• Support management with ad-hoc financial analysis and special projects.
• Collaborate with department heads on budget planning and financial planning.
• Support grant reporting and compliance requirements.
• Serve as backup coverage for various team members during planned leaves and absences.
• Additional tasks as assigned.

Requirements

REQUIREMENTS OF THE POSITION

Experience & Education

• Bachelor's degree, preferably in Accounting, Finance, or related field.
• 2-5 years of direct accounting experience, preferably in nonprofit or arts organization. 

Technical Skills

• Proficiency in any type of accounting software (Milwaukee Rep uses Abila MIP).
• Experience with AP systems and software is essential.
• Strong understanding of balance sheet reconciliation processes.
• Familiarity with nonprofit accounting principles and