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The Financial Assistant is responsible for assisting the Director of Finance in the processing of transactions, as well as tracking and reporting of museum financials. This includes but is not limited to the following: creation and distribution of standard and ad-hoc reports for both internal and external stakeholders, processing museum accounts receivable and payable, and deposits and withdrawals of funds.
Assists in preparation of annual operating and designated/restricted budgets with additional focus on the Director’s Office budget. Supports CMOA departments with: monthly expense reporting (P-Cards), distribution of departmental reports, assistance with budget-to-actual reconciliation, preparation and submission of journal entries; May include back-up for visitor services financial activities as needed. Additional support related to finance activities as assigned, as well as coordination with other CMP components and museum staff.
Responsibilities
PRINICIPAL ACCOUNTABILITIES:
Coordinate the approval and tracking of invoices, including related documents, such as contracts, purchase orders, explanations of purchases, etc.
Under the direction of the Director of Finance and Administration, assist with preparation and distribution of financial and budget reports for all departments and related meetings, including board and committee meetings.
Assist Senior Executive Assistant, Director’s Office in preparation, oversight, and control of Director’s Office budget. Assist Exhibitions department in preparation, oversight, and control of exhibition budgets, including Carnegie International activities.
Oversee the CMOA departmental corporate card (P-Card) process. Assist CMOA staff with monthly corporate card (P-Card) reporting and reconciliation, ensuring on-time completion and proper coding.
Train staff as necessary.
Perform financial analysis by researching problems, such as missing invoices, payment discrepancies, incorrect account coding or distributions, and resolution of issues with central accounting and other museum departments. Includes assisting CMOA departments in identifying and resolving account variances.
Process deposits for incoming funds and receivables.
Process accounts receivable and accounts payable, along with appropriate backup.
Coordinate transactions with CMP Treasurer and other CMP components, and other banking transactions as needed.
Provide finance-related administrative support to Director’s Office and Board Finance Committee.
Assist in admissions revenue review, and approval as needed, in coordination with Museum and Visitor Service, as well as the Carnegie Museum of Natural History.
Other duties as assigned.
Requirements
EDUCATION & EXPERIENCE:
Associate’s or Bachelor’s degree in accounting or finance, or related experience.
Minimum two years of demonstrated experience working with financial information, such as processing financial data; AP/AR.
Proficient in Microsoft Office suite with strong focus on MS Excel.
Knowledge of standard financial processes.
KNOWLEDGE, SKILLS, & ABILITIES:
Excellent verbal and written communication skills, as well as strong organization and presentation skills.
Ability to schedule workload to meet necessary due-dates.
Ability to use discretion in respect to confidential information.
How to Apply
Please submit an application via our website at: https://carnegiemuseums.org/opportunities/search-careers/
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Posted on August 16