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Staff Accountant

Eastern State Penitentiary Historic Site (ESPHS) is seeking a Staff Accountant to join its accounting department. The primary responsibilities of the Staff Accountant include weekly and monthly accounting functions such as accounts payable and receivable, cash management, payroll processing, human resource management and remitting the monthly sales tax to the State of PA. Additional responsibilities may include resolving vendor issues and performing maintenance and creation of various supporting schedules.

The Staff Accountant will also provide support to the senior staff as requested and complete special projects involving financial analysis and interpretation as assigned by the Controller. Duties may be reassigned as needs arise. The work is varied and fast-paced, with some flexibility and time management required during the site’s busy season, which is September – November. That period includes the historic site's annual fundraiser, Halloween Nights at Eastern State Penitentiary.

Essential Functions

Accounts Payable:

  • Monitor Outlook emails and physical mail for bill receipts.
  • Coordinate the processing, authorization, and timing of disbursements.
  • Record non-sale distribution of ESPHS Store items (Internal Invoices).
  • Maintenance of the vendor files.
  • Obtain and record the W-9 information from vendors.
  • Obtain Certificates of Insurance for onsite contractors for workers comp audit.
  • Prepare 1099s at year-end; and distribute the 1099s to recipients and IRS.
  • Record monthly credit card transaction fees from all processors.
  • Calculate, remit and post monthly sales tax remittance to the State of PA.

Banking: 

  • Banking/cash management review to cover payroll and invoices.

Payroll:

  • Timesheet management and process bi-weekly payroll. Ensure accuracy of all employee wages.
  • Manage employee data in payroll system including new hires, terminations and status changes.
  • Reconcile and prepare bi-weekly payroll journal entry from payroll system into accounting system.

Human Resources / Benefits Administration:

  • Complete Unemployment Insurance, Public Assistance, and Child Support wage request paperwork.
  • Maintain personnel files. Ensures employee forms are completed properly. Ensure personnel files are secured properly.
  • Respond to requests for Earnings information, Dates of Employment, and W-2 forms, by former and present employees.

Business Management: 

  • Prepare staff reports (on demand), including P&L, Grant Reports, Budget to Actual.
  • Assist in preparing information for Annual Audit conducted by Independent Accounting Firm.
  • Review documents for retention per organization Document Retention Policy. Rotate files from allotted spaces.

Other:

  • Carry out other such duties as may be assigned or requested.


Specifications / Qualifications

  • Education / Years & Type of Experience: Bachelor’s degree in accounting or similar; minimum 2 years of experience as an accountant, preferably in nonprofit accounting.
  • Certifications, Licenses, Credentials: General accounting knowledge required, non-profit accounting knowledge preferred but not required (will train). Payroll and HR experience a plus.
  • Baseline Knowledge & Skills: Strong organizational skills, problem solving skills, careful planning, multitasking, and time management skills are most critical. Excellent written and verbal communication skills are required as well as a firm understanding of Microsoft Office programs; a working knowledge of Excel a must. Knowledge of QuickBooks a plus but not required.
  • Abilities: Ability to maintain a high positive energy level, friendly, highly organized, and able to work independently and collaboratively. Creativity and initiative will be important, along with exemplary attention to detail. Ability to communicate pleasantly and effectively with supervisor, other staff, and the general public are also necessary qualifications. Must be able to maintain full confidentiality of any and all conversations, data records, files and other information where access is limited.
  • Physical requirements (lifting, etc.): Eastern State Penitentiary is a ruin and working conditions are not always ideal. Removing boxes from shelves is required. 
     

HOW TO APPLY

Email a cover letter and resume to Ellen Laibe at [email protected] No phone calls please.
 

Equal Opportunity Employer Statement

Eastern State Penitentiary Historic Site Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identity, gender expression, arrest record or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

ESPHS strongly believes in second chances and, as such, is committed to providing appropriate employment opportunities to those who have been incarcerated. As a condition of employment, all individuals who accept an employment offer must complete a criminal background check. Eastern State will review any criminal record and make appropriate employment decisions in accordance with applicable law and its policies.
 

About ESPHS

Eastern State Penitentiary Historic Site interprets the legacy of American criminal justice reform, from the nation’s founding through to the present day, within the long-abandoned cellblocks of the nation’s most historic prison. When Eastern State opened in 1829, it changed the world. The first prison of its kind, it was designed with the stated goal of inspiring "penitence" or true regret in the hearts of prisoners. The building itself was an architectural wonder; it had running water and central heat before the White House and attracted visitors from around the globe. Its vaulted, sky-lit cells held approximately 80,000 men and women during its 142 years of operation, including bank robber "Slick Willie" Sutton and “Scarface” Al Capone.

Although the prison now stands in ruin, its story remains relevant today. When Eastern State Penitentiary opened as a historic site in 1994, it attracted just over 10,000 daytime visitors – in 2019 it was visited by 300,000 people. The site continues to grow by inviting the public into new spaces, mounting original artist installations, and engaging visitors in conversations about the history and legacy of the building and criminal justice reform.

2017 American Aliance of Museums Excellence in Exhibitions Overall Winner