Finance Administrator

4 days ago

Los Angeles, California, United States Los Angeles County Museum Of natural History Foundation Full time
Job Description

The Los Angeles County Museum Of Natural History Foundation is seeking a highly skilled Finance Administrator to join our Exhibitions department. As a key member of our team, you will be responsible for providing advanced financial support to the department, working closely with the AVP, Exhibitions, and reporting to the Associate VP, Exhibitions.

Key Responsibilities:
  • Financial Operations: Process all financial documents, including purchase orders, invoices, check requests, expense reports, credit card reports, travel requests, and reconcile petty cash accounts.
  • Reporting and Analysis: Provide monthly financial reports to Budget Managers and prepare ad-hoc financial analyses and reports as needed. Analyze and flag financial trends for Budget Managers & Senior Management.
  • Travel Management: Train and advise staff on the Museum's travel protocol and compliance. Work closely with the Department Assistant to book national and international travel arrangements. Request travel advances, reimbursements, and reconcile receipts for staff, vendors, and exhibition couriers.
  • Grant Management: Active grant budget oversight, documentation, and reporting. Responsible for ensuring grant compliance in all financial transactions, including procurement. Work closely with the Advancement and Finance department on meeting the Museum's grant report deadlines and Federal & State Audit compliance requirements when applicable.
  • Contract Management: Develops, circulates, and tracks for approval department legal contracts, agreements, and amendments. Ensure all contracts have the correct supporting documents and are being correctly charged to the correct budget. Follow up with signing parties to ensure contracts are completed in a timely manner.
  • Staff Training and Development: Train staff on general financial procedures, financial software, submission of paperwork, and procurement rules. Keep staff up to date on rule changes.
  • Physical and Digital Archiving: Archives all critical documents according to protocol, including grant documentation in the Exhibition Department and the Finance Department Archive.
Requirements:
  • Conduct and Integrity: Must act with integrity and an ability to carry oneself with the demeanor, professionalism, and flexibility needed for the position and its interaction with others.
  • Teamwork and Collaboration: Has demonstrated ability to be a team player and work with others across the organization. Ability to collaborate effectively with all levels within an organization.
  • Initiative and Self-Management: Must possess initiative, strong personal work ethic, and good judgment. Has the capability to organize and prioritize work independently in order to meet agreed-upon deadlines.
  • Organization and Communication: Must be extremely organized and willing to help keep others organized. Demonstrated excellence in oral and written communication. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Writing and Computer Skills: Ability to write reports, itineraries, and business/professional correspondence. Must be proficient using a personal computer with a fast typing speed. MS Office and intermediate-level skills in Word, Excel, PowerPoint, and Outlook functions (PC and Macintosh).
  • Credit Score and Education: Excellent credit score required at time of hire and must be maintained throughout employment. A.A or Bachelor's degree preferred from an accredited institution.

The Los Angeles County Museum Of Natural History Foundation is an Equal Opportunity Employer. We are committed to diversity, equity, and inclusion in our workplace and community. We welcome applicants who share our values and are passionate about working with diverse audiences in museum and sciences.

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