Post Date: 02/05/2020
Close Date: 02/19/2020
The Accounts Payable Coordinator is responsible for the accurate and timely processing of accounts payable transactions for the Portland Art Museum, Northwest Film Center, and the Rental Sales Gallery in accordance with the museums accounting policies and procedures. This role is customer services driven and includes interactive with staff, vendors and the public.
About the Museum
Founded in 1892, the Portland Art Museum is one of the oldest art museums in the United States and the oldest in the Pacific Northwest. The Museum’s collection of 42,000 objects reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; and English silver.
With more than 112,000 square feet of gallery space, the Museum ranks in the top 25 museums in the country with the most gallery and exhibition space. An active collecting institution, the Museum dedicates 90 percent of its gallery space to its permanent collection. In addition to its permanent collection, the Museum is recognized for its special exhibitions and intimate exhibition series, including the APEX program, a contemporary art series, and presentations in the Gilkey Center galleries.
The Northwest Film Center, established in 1978, is a regional media arts organization founded to encourage the study and appreciation of the moving image arts. The Center provides a variety of film and video exhibitions, as well as education and information programs.
Annual membership consists of 20,000 member households, representing more than 96,000 individuals. More than 350,000 visitors are welcomed annually, including more than 50,000 schoolchildren.
The Museum’s annual operating budget is approximately $16 million. Approximately 150 full-time staff members and 300 volunteers work in the Museum. The galleries are open six days a week (Tuesday through Sunday), with extended hours on Thursday and Friday evenings.
Equity, Inclusion and Accommodation
The Portland Art Museum (PAM) strives to be an inclusive institution that facilitates respectful dialogue, debate, and the free exchange of ideas. With a deep commitment to artists – past and present – and freedom of expression, the Museum and Northwest Film Center’s collections, programs and staff aspire to reveal the beauty and complexities of the world, and create a deeper understanding of our shared humanity. We are a Museum for all, inviting everyone to connect with art through their own experiences, voices, and personal journeys. The Northwest Film Center (NWFC), a sister organization to the Museum, is a regional media arts resource and service organization founded to encourage the study, appreciation, and utilization of the moving image arts, foster their artistic and professional excellence, and to help create a climate in which they may flourish. PAM and the NWFC are committed to advancing equity and inclusion by creating a diverse and inclusive workplace. We will continue learning as we work to evolve as an Institution, recognizing that this journey has no end and our commitment must remain. We have an active equity team currently engaged in a journey to examine our internal culture and the work we do through an equity lens. We look forward to having all colleagues join and contribute to this important work. Learn more at https://portlandartmuseum.org/about/mission/.
PAM and the NWFC are equal opportunity employers, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. As part of this commitment, PAM and the NWFC will ensure that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at email@example.com or 503.276.4358.
• Process full cycle accounts payable transactions on a timely basis and within policy guidelines and procedures of the Portland Art Museum.
• Data entry of accounts payable transactions (invoices, credit memos, etc.) into financial software to accurately record account distribution. This includes reviewing transactions for proper amount, coding and authorization, seeking signatures and approval where needed.
• Process payment transactions for accounts payable items, which includes printing checks, sending wires, matching with the required documentation and submitting to the controller for signature, preparing the check and necessary support for mailing / distributing to the vendor.
• Maintaining physical paid vendor files, which includes photocopying check, matching check to invoice filing copy, and filing payments / invoices by vendor by date.
• Maintains electronic accounts payable/vendor files in Financial Edge software.
• Review and reconciles vendor statements with Museum records.
• Works with staff and vendors to resolve accounts payable inquiries.
• Process 1099 filings on yearly basis ensuring a form 1099 is completed for all 1099 vendors.
• Maintains and administers ACH set up and templates in various bank websites.
• Prepare ACH’s and Fed wires as needed for approval routing in payment of invoices and other Museum transactions.
• Manage and administer the Museum’s purchase card program.
• Review, verify back up documentation, and record monthly purchase card program transactions.
• Reconcile assigned accounts on a monthly, quarterly, and yearly basis.
• Assist with preparation for the yearly financial audit.
• Acts as liaison with the various Museum Councils. Reconciles and records monthly transactions based on financial information provided and distributes monthly financial statements to each Council. Invoice Councils for monthly miscellaneous charges.
• Promotes and supports Institutional equity and inclusion goals by considering E&I in the greater goals of the department. Does essential functions upholding the Museum in positive light and Institutional values.
Additional Job Functions:
• Process credit applications for the Museum.
• Upload biweekly payroll payments to bank for positive pay through SecurePay.
• Be a designated back up for other accounting rolls as needed/assigned.
• Administrative duties such as: photocopying, fax, file, order office supplies as needed and handle the setup and breakdown of the Audit, Finance, and Investment Committee meetings.
• High school diploma or equivalent education; or equivalent combination of education and experience.
• 1-2 years’ experience in accounts payable processing.
• Experience in filing 1099’s high preferred.
• Experience reconciling credit card transactions.
• Must be accurate, detail oriented, skilled in data entry, and multi-tasker.
• Perform duties effectively under time constraints to meet deadlines.
• Proficiency in Microsoft Office, with a focus on excel, word, and google platform.
• Organized and can follow-up on pending issues.
• Must be customer service and team oriented in interacting with staff, vendors and the public in addressing questions within the accounts payable process, such as invoices and payments.
• Work collaboratively in an equitable and inclusive framework with individuals from a wide variety of backgrounds.
• Discreet in managing confidential information.
• Demonstrated skill to adapt and quickly learn new software applications.
• Actively participate in promoting the Museum’s equity, inclusion and access goals.
This position is non-exempt/hourly, full-time (35 hours per week) with a pay range from $17.61 - $20.25. The position is eligible for the Museum's benefits package first of the month following 30-days of full-time employment. Benefits include medical and dental, paid time off (vacation, sick, holiday, jury duty, bereavement), long-term disability and AD&D, and a variety of perks such as free Museum admission, Gift Shop discounts, and screenings at the NW Film Center. Please see our website for more details.
To apply online visit: www.portlandartmuseum.org/careers follow the link to create a profile. Resumes received without completed employment application will not be considered. Please no drop ins. For questions or accommodation please contact firstname.lastname@example.org.
The Portland Art Museum is an Equal Opportunity Employer.
Closing Date: February 19, 2020 at 4 PM PST
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