GENERAL SUMMARY:

Under the general supervision of the Finance Manager, performs varied tasks to support the Portland Museum of Art’s (PMA’s) business and finance objectives.

ESSENTIAL JOB FUNCTIONS:

This position provides administrative support to the Finance function and Business office. This may include data entry, record keeping and confidential file maintenance.

Performs routine data entry, transaction review, and clerical activities of the accounts payable, credit card, cash receipts, payroll, and other business processes to ensure all transactions and records have appropriate documentation and are accurately processed on a timely basis according to established protocols.

Assists with reconciliation and recording of accounts and transactions, including compiling documentation, investigating discrepancies, and communicating with others as needed.

Provides clerical assistance as needed, including data entry, copying, filing, downloading, scanning, and maintaining appropriate documentation of transactions and activities.

Assists with ongoing transition of office practices and documentation to digital environment.

Assists with transitions to new software and systems including monitoring data entry across teams, correction of errors and incomplete data, and working across teams to support continuous improvement and efficiency.

Assists with data collection, document and records management and reporting to support measurement of how PMA’s use of resources aligns with and supports organizational values and to document compliance with donor restrictions and IRS or other requirements.

Provides clerical assistance as assigned for the Business Office staff, including preparation of documents and communication for Board committees and other PMA meetings.

Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted in the course of work.

Serves as a departmental and museum-wide resource for helping staff navigate PMA forms, paperwork, procedures, and business processes.

Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity.

Performs special projects and other related duties as required, directed, or as the situation dictates.

Complies with all Portland Museum of Art safety rules and procedures.

Regular attendance at the workplace is required.

SUPERVISORY RESPONSIBILITY:

None

EDUCATION & EXPERIENCE:

Associate degree or two-year college certificate with at least one year of experience working in an office setting; accounting students who have completed at least one year of accounting coursework will also be considered. Additional work experience may be substituted for college education.

QUALIFICATIONS:

Ability to multi-task, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.

Analytical ability and basic math skills for reconciling and problem solving.

Familiarity with general office practices, procedures, and equipment.

Ability to use software such as Adobe, Microsoft Office applications including Word, Excel, and PowerPoint; and financial software and databases including Sage Intacct, Altru, Financial Edge, and APS.

Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide, and ability to communicate effectively in person, over the phone and via email.

Ability to establish, maintain, and foster positive and harmonious working relationships with a variety of individuals contacted during work.

Ability to handle sensitive and confidential information with discretion.

WORKING CONDITIONS & PHYSICAL DEMANDS:

The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and other office equipment. Work requires extended computer use involving repetitive small muscle tasks. Occasionally required to lift and move heavy objects, such as boxes of files.

TERMS:

The Finance Assistant is a part-time, 20 hours per week, limited-benefits, hourly, non-exempt, UAW Local 2110 position

COVID-19 PRECAUTIONS:

The PMA requires all employees to be fully vaccinated and boosted in accordance with CDC guidelines. Proof of COVID-19 vaccination and booster status is required.

Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled.