GENERAL SUMMARY:

Under the direction of the Deputy Director and Chief Financial Officer, responsible for finance and payroll transactions and safeguarding of assets and information to support the Portland Museum of Art’s (PMA’s) finance objectives.

ESSENTIAL JOB FUNCTIONS:

Performs data entry, transaction review, and other activities of the accounts payable, general ledger, credit card, cash receipts, and other accounting processes as assigned to ensure transactions and records have appropriate documentation and are accurately processed on a timely basis according to established protocols.

Prepares and processes biweekly payroll, deductions, and remittances. Ensures transactions and records have appropriate documentation and are accurately processed on a timely basis according to established protocols.

Participates in Finance processes as assigned to match and review purchase and payment transactions across platforms, to ensure accurate and timely payment of approved expenses, detection of unidentified transactions or potential fraudulent, duplicate, or voided payment activity.

Maintains and balances assigned general ledger and subsidiary accounts by preparing and reconciling transactions and resolving discrepancies.

Runs trial balance on a timely basis to verify that general ledger accounts are in balance and reviews accounts to be sure entries are accurate and recorded as required by GAAP.

Reconciles statements and prepares journal entries for the PMA’s Pooled Endowment Investments, including monthly or quarterly activity for each investment asset, matching data to reports from investment consultant, and timely identification and reporting of discrepancies.

Documents processes and provides guidance to Finance team members and staff across PMA related to purchasing, payment, payroll and cash receipts processes.

Supports management with requests for external audits and other reporting requirements including for donors, grantors and surveys.

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

OTHER DUTIES AS ASSIGNED:

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

SUPERVISORY RESPONSIBILITY:

None.

EDUCATION AND EXPERIENCE:

Bachelor’s degree in accounting or finance with at least one year hands-on bookkeeping or accounting experience. Additional work experience may be substituted for college education.

QUALIFICATIONS:

Understanding of Generally Accepted Accounting Principles (GAAP).

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

Ability to handle sensitive and confidential information with discretion.

Analytical ability and excellent math skills for reconciling and problem-solving.

Strong organizational and time management skills with the ability to effectively handle multiple tasks each day and to clearly document findings.

Familiarity with general office practices, procedures, and equipment.

Fluency in Microsoft Excel, and ability to use software such as Adobe, Microsoft Office applications including Word and PowerPoint; financial software and databases including Sage Intacct, Altru, and Financial Edge; and payroll systems such as APS and UKG.

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.

GENERAL EXPECTATIONS:

Friendly, courteous, empathetic, and engaging presence with all museum visitors and staff, including those of all abilities, age, and backgrounds.

Demonstrates awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.

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. This may include answering questions, utilizing approachable body language such as smiling and making eye contact, thanking people for visiting the PMA, and other open and engaging behavior on a daily basis.

Communicates and works effectively with staff, volunteers, and visitors; exercises tact and diplomacy at all times and represents the museum in a positive and professional manner.

Supports programmatic initiatives related to PMA’s multifaceted inclusivity and diversity action plan, designed to promote inclusiveness, prevent discrimination, and create an organization that challenges and changes practices that present barriers.

Models exceptional customer service for all visitor locations, including gallery spaces.

Complies with all PMA safety rules and procedures.

OTHER REQUIREMENTS:

Ability to pass a criminal background check.

Regular and consistent attendance at the workplace is required.

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.

POSITION DETAILS:

Effective Date: ​​September 2023​

Pay Basis: ​​Salary​

FLSA Status: ​​Exempt​

Employment Status: ​​Full-Time​

Union Position: ​​No​

Pay Grade: H