Finance Operations Associate

About the role
Brooklyn Museum is seeking a detail-oriented Finance Operations Associate to enhance the Museum’s transaction functions within the Finance team, primarily in support of accounts payable and timecard assistance. This role is responsible for timecard support, vendor on-boarding, reviewing and processing invoices, and responding to vendor and internal staff inquiries regarding payment statuses, discrepancies, and account details. The ideal candidate will have strong organizational skills and experience in accounts payable functions.

Responsibilities
Invoice Processing & Payment Management
Review and ensure complete coding of all monthly credit card transactions
Process invoices in the expense system (Ramp), ensuring correct coding and approval routing
Verify payment details, amounts, and due dates to prevent errors and late payments
Prepare payments to vendors using ACH, card, check, or wire transfers
Monitor payment and reconciliation statuses, and follow up with internal/external stakeholders as needed
Maintain expense documentation for all organization transactions
Vendor & Staff Communication
Onboard vendors into the expense system (Ramp), ensuring accurate and complete information - including vendor contact, W9, and payment details
Serve as the primary point of contact for vendor inquiries regarding payment status, outstanding invoices, and billing issues
Respond to internal staff inquiries related to invoices, credit card transactions, AP processes/policies, and platform usage
Investigate and resolve discrepancies related to payments, missing invoices, or incorrect charges by coordinating with vendors and internal departments
Support timecard managers in timely timecard completion
Support managers with timecard approvals, labor allocations, and coding questions
Support in troubleshooting of timekeeping issues, missed punches, and payments processes
Other duties
Manage petty cash in the Finance office
Deposit checks and communicate activity to appropriate teams
Maintain payroll calendars and processing schedules
Support with credit card management/termination support for fully used and unused cards across the organization
Collaborate in the development and implementation of standard operating procedures (SOPs) for payroll and accounts payable functions
Assist in preparation of annual 1099s
Provide payment documentation to internal teams
Other duties as assigned

Qualifications:
Associate’s or Bachelor’s degree in Accounting, Finance, or related field (preferred).
Minimum 2-3 years of work experience in accounts payable, payroll, payment processing, or financial operations
Accuracy in processing financial data and ability to spot errors and discrepancies
Strong problem-solving abilities to resolve payment issues efficiently
Excellent written and verbal communication for vendor and internal interactions
Ability to manage multiple invoices, deadlines, and priorities efficiently
Technical Skills:
payroll platforms, payment platforms, accounting software, or ERP systems (NetSuite, SAP, Sage, QuickBooks, Bill.com, Paycor, or similar).
Proficiency in Microsoft Excel, Word, Google Drive, and Outlook
Experience with Ramp and Airtable a plus
Experience with nonprofit organizations a plus