Finance Director

Company: Oklahoma Museum's Association
Location: Oklahoma City
Posted on: September 13, 2020

Job Description:

Finance Director

Oklahoma Arts Council – Application Deadline: Open until filled

UNCLASSIFIED

County Location: OklahomaThe Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts in Oklahoma. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead in the advancement of Oklahoma’s thriving arts industry and our vision to use the arts as a transformative force for education, quality of life, and economic development. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

POSITION SUMMARY

The Oklahoma Arts Council seeks an experienced Finance Director to plan and direct the financial accounting, budgeting, cash management, and other fiscal operations and functions of the agency budget. This position serves as the primary Certified Procurement Officer for the agency and reports directly to the Executive Director. This is a full time, exempt position and includes state retirement and insurance benefits, including health, dental, life and disability insurance. Salary is commensurate with experience with a cap of $69,826.

ESSENTIAL FUNCTIONS

Finance :

Develop and maintain the agency’s financial system, including supervising the internal controls for receipts and expenditure, federal grant balances, program, and administrative fund balances.

Develop and manage annual department budget

Ensure related strategic plan benchmarks are being met and supported

Prepare and manage the State’s budget request and budget work program

Develop the financial and narrative information for the agency budget, including analysis and projection of administrative program costs, using planning information provided by the Executive Director, and ensure that the budget is submitted in a timely manner

Manage the budget revision process

Allocate authorized appropriations and federal grants for specific programs, funds, and object codes to set up the fiscal year appropriations ledger and budgetary system, whereby fiscal resources are allocated in accordance with agency plans, and direct the allocation plan

Monitor and reconcile agency general revolving fund

Monitor and reconcile Oklahoma Art in Public Places projects and revolving fund accounts

Monitor the agency expenditures in relation to budgeted amounts

Prepare and distribute monthly department budget to actual reports

Assist department directors with budget preparation, work collaboratively in the development of business plans, and agency contracts; provide tools and training as needed

Establish and maintain an accounting system for managing revolving accounts, including monitoring balances and expenditures for each revolving sub-account

Establish and maintain an accounting system for managing federal grants, including monitoring drawdowns, balances, and expenditures for each federal grant in conformance with the time frame and expenditure guidelines

Establish and maintain the accounting system for payment of regrants awarded by the agency in conformity with the agency allocation plan for each grant program

Prepare additional program and financial reports generated from the agency grants management system and submitted to the National Endowment for the Arts (NEA)

Prepare and distribute monthly financial statements

Prepare and distribute monthly cash reconciliation

Prepare and meet monthly regarding grants reconciliations

Process payroll twice monthly using State’s PeopleSoft system

Create PeopleSoft payroll withholding claims

Input new hires, terminations, benefits and withholding updates in payroll system

Audit payroll reports as needed and prepare payroll information for the budget, making adjustments to the payroll budget as necessary

Develop and complete ad hoc reporting to the Oklahoma Office of Management and Enterprise Services, the National Endowment for the Arts, the Office of the Governor, the Oklahoma State Legislature, and others

Report to the Executive Director and the Board on the financial status of the agency in regard to state, federal, and other funds

Prepare and manage state and federal audit(s)

Administer the agency P-Card and reconcile it monthly; create PeopleSoft P-Card vouchers

Prepare grantee financial analytics and review meetings as needed

Purchasing :

Act as agency primary Certified Procurement Officer, providing leadership and expertise in procurement

Develop and maintain requisitions system

Verify adequate budget for purchase requests

Create PeopleSoft purchase orders according to purchase requests

Serve as the liaison for lease management of agency equipment

Lead contract negotiations for CORE

Provide leadership and expertise in accounting functions

Act as backup for entering purchase orders and vouchers into PeopleSoft

Develop and utilize system to track and monitor investment/cash status

Reconciliations of PeopleSoft, clearing account, agency awards and other accounting records; verify deposits

Prepare monthly reports, Board reports, and other reports as needed

Prepare GAAP conversion packages for OMES and financial statements for audit in accordance with GAAP, and coordinate financial statement audit

Advise staff on compliance with accounting procedures and ensure procedures are followed; investigate procedures for unusual situations

Assist with preparation of annual OAC Business Plan

Assist with development of budget and budget request, enter and submit required documents for approval

Provide financial reports at Board meetings, legislative, and other meetings, and in other duties as needed

Identify and solve issues with purchase orders and act as backup for entering purchase orders and vouchers

Recommend and implement policies and procedures relating to purchasing; advise and train staff on compliance with purchasing procedures and best practices

Serve as the agency’s Risk Management Coordinator, Records Coordinator, and Safety Coordinator (including handling Workers Compensation issues and Department of Labor reporting)

All other duties assigned

Physical Office Management:

Maintain perpetual inventory of equipment and surplus Assess, tag, and record new assets including IT equipment and office furniture

Work with OMES DCAR to maintain inventory records

Ensure proper disposal of agency assets through state surplus

Oversight of equipment installation and maintenance

Serve as agency representative and reporter for the following: Data Processing Plan

Telecommunications Plan

Emergency Operations Coordinator

Workplace Safety Coordinator

Other: Travel to occasional meetings or events required. Attendance may be required at occasional evening or weekend meetings or events. Any additional duties as determined by the Executive Director.

Successful candidates will:

Have comprehensive knowledge of accounting principles and practice and GAAP for state governments, and the ability to prepare GAAP financial statements

Possess experience with budget development

Have a high level and operational knowledge of Oklahoma’s PeopleSoft accounting system as utilized by state agencies, including, but not limited to, detailed actions needed to resolve vouchers with errors

Have knowledge of Oklahoma state government purchasing laws and rules, and best practices in contracting to protect the interests of agency and the State

Demonstrate proven organizational and administrative skills and an ability to plan, set goals, and achieve objectives

Display effective oral and written communication skills including public speaking

Exhibit effective and strong organizational and administrative skills including flexibility, good listening skills, creative thinking, project oversight, ability to plan, set goals and objectives, and adherence to timelines

Be able to handle unforeseen events quickly, calmly, and in a professional manner

Promote and encourage a team-based approach to problem solving

Establish and maintain positive professional working relationships within and outside the agency

Experience working in a team environment, to include providing professional support to colleagues

Ability to work with both the highly structured environment of state government and the highly flexible and changing environment of arts organizations and artists

Be attentive to detail and committed to excellence in all aspects of work

Qualifications:

Graduation from an accredited four-year college or university with a degree in accounting, business administration, or a closely related field

Minimum of five (5) years of experience in Oklahoma state government accounting, finance, and purchasing, or an equivalent combination of education and experience

Certified Procurement Officer preferred

Prior experience with the State of Oklahoma’s PeopleSoft accounting and reporting system (Financial, HCM, and Budget)

High attention to detail

Excellent verbal and written communication skills

Proficiency and experience with MS Office

Strong organization skills required as well as ability to work on a self-directed basis

Ability to manage multiple projects simultaneously in an organized and efficient manner

Ability to handle stressful situations in a graceful manner while maintaining a positive standard of professionalism

Key Requirements/Physical Demands:

Pre-employment OSBI background check must be successfully completed

Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary

Must be able to lift and carry up to 30 pounds

To Apply:

The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.

A successful application will consist of:

Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position

Resume with relevant experience and a list of degrees held and/or certifications

List of up to three references with names and contact information (letters of reference not required at this time)

Please mail cover letter, resume, and references to:

Chandra Boyd, Deputy Director

Oklahoma Arts Council

PO Box 52001-2001

Oklahoma City, OK 73152-2001

chandra.boyd@arts.ok.gov

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls please.

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Keywords: Oklahoma Museum's Association, Oklahoma City , Finance Director, Other , Oklahoma City, Oklahoma