Job Description

Job Description

Job Description

Location : Hybrid, Boston (onsite two days per week)

General Objectives

The Associate Director of Business Operations reports to the Chief Financial Officer and has significant responsibilities for maintenance of accurate financial records, preparation of sales and product reports, management of transactional processes related to cash receipts and disbursements, preparation of data for tracking backlist reprints, and general office support. The Associate Director of Business Operations supervises one staff – the Associate Business Manager who monitors backlist inventory levels and handles various monthly GL close activities including cash and inventory reconciliations. Acumen is the core financial system for Beacon Press and PRH STAR is repository for sales and inventory activity handled by PRH and the Associate Director of Business Operations is required to have detailed understanding of how both systems work. 

The following is a summary of the 8 key responsibility groupings for the Associate Director of Business Operations:

Monthly Financial GL Close and Reporting in Acumen

• Overall supervision of monthly GL close process and checklist sign offs for CFO
• Monthly Sales Reporting & Analysis to BLT 
• Quarterly Sales Reporting to Beacon Staff
• Audio Sales Reporting to Beacon Staff
• Preparation of assigned fiscal year end audit schedules
• Documentation and refreshes of Business Office task checklists 

Acumen Product & Contract Set Up

• All Beacon saleable product set up in Acumen
• All Author contracts set up in Acumen
• All Rights and Licenses set up in Acumen

Semi Annual Royalty Payout

• Direct preparation of statement
• Perform accuracy testing
• Author Advance Reserve Analysis (quarterly)
• Compute payout reserve for new titles
• Handle author inquiries 
• Manage Author Portal
• Perform QA analysis after each payout – inquiries, returned checks, etc.

Cash Control

Cash Receipts & AR

• Posting cash
• Review AR Aging

Cash Disbursements & Accounts Payable

• Oversight for timely processing of payments
• Education of staff on Beacon Authorization Matrix and invoice processing workflows
• Phased transition in Acumen of various categories of cash spend from printed checks to electronic disbursement 
• In coordination with CFO refresh and maintain workflow for T&E processing
• Monthly accounting responsibilities for T&E (timetable TBD)
• Prepare files for annual reporting to IRS for 1099’s

Data for Backlist Reprints

• Cross train with Associate Business Manager to ensure back up continuity for this key task
• Perform ad hoc sales and inventory analysis as needed for Director of Sales and CFO
• Identify functionality in STAR that can provide additional analytics and possibly replace some legacy tools to track backlist reprints

Beacon Audio Administration

• Process narration/production contracts per the Beacon Authorization Matrix
• Maintain record of narration/production contracts
• Accounting to track cost spend per audio
• Sales and cost analysis for Beacon Audio operational reviews
• Track third party Audio license sales 

Supervision of Associate Business Manager

• Support, coach and supervise Associate Business Manager 
• Complete required performance review and all compliance related training for supervisors 

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