Job Posting Title

Agency

Supervisory Organization

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

FINANCE ASSISTANT

OKLAHOMA ARTS COUNCIL  

The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a team comprised of the best and brightest individuals to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities. 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 Finance Assistant provides support to the Administration and Finance Department, assisting with accounting, budget, finance, and other administrative tasks across all agency departments. This position also serves as a backup for the Executive Assistant.

This is a part-time, temporary position that reports directly to the Finance Director. Salary is commensurate with experience with an hourly rate of $30.96 and no other benefits.

ESSENTIAL FUNCTIONS: FINANCE

Finance Support

• Ensure purchase requests are submitted with detailed specification, proper justification, and funding details

• Process and file purchase requests and purchase orders, ensuring proper documentation and authorization and routing for approvals

• Monitor payments to ensure they are processing as allocated

• Review and process warrant registers

• Process invoices and send approved invoices to ABS in a timely manner with required information listed on invoice

• Receive all vendor invoices and verify receipt of goods and/or services

• Serve as the point person for vendor management and guide vendors through the Supplier Portal process

• Process travel claims for all OAC staff in accordance with OMES requirements and forward to ABS

• Prepare monthly finance reports

• Maintain integrity of database and PeopleSoft entries

• Follow OMES Agency Business Services (ABS) processes and procedures

• Provide necessary information to ABS and communicate clearly to keep ABS fully informed of needs, requests, and changes

• Support the preparation of the agency’s annual Budget Work Program (BWP) and budget request

• Assist in the preparation of annual contract renewals and supporting documentation

• Provide additional administrative support to Finance Director as needed

Grant Payment Processing

• Support grantee agencies using the state Supplier Portal, including assistance with address and banking information changes

• Update grant payment information records

• Process grant invoices once received from the grants office

• Ensure that all grant recipients are paid promptly

• Periodically review awards to ensure payments are processing

• Provide technical support to grantees regarding payment status

• Query databases to ensure records are complete with payment information

• Respond to audit inquiries on behalf of grantee agencies regarding OAC disbursement of funds

Art in Public Places Program Finance Support

• Assist new vendors with establishing their vendor portal prior to new public art projects

• Create purchase requests for payment approval

• Ensure that all artists and contractors are paid promptly

• Create and submit invoices to project agencies in cooperation with AIPP Director

• Provide technical support to artists and contractors regarding payment status

• Periodically review projects to ensure invoices and payments are processing

• Coordinate artist travel requests and claims

• Support Finance Director and Art in Public Places Director during monthly reconciliations to ensure proper coding and expenditures

• Schedule meetings with Finance Director and Art in Public Places Director to prepare all monthly finances prior to meeting with Executive Director and the Director of Visual and Public Art

• Prepare agenda and all relevant reports in coordination with the Finance Director and Art in Public Places Director prior to each monthly AIPP finance meeting

General Office Support

• Provide back up support to Executive Assistant as needed, which may include answering the main telephone line, Capitol tours inquiries, collecting agency mail, and other administrative tasks

• Provide support to the Executive Director and agency leadership as needed or requested, including tasks related to finance/accounting and/or marketing and communications as well as support for the Friends of the Oklahoma Arts Council

Other

• Travel to occasional meetings or events required. Ability to participate in occasional after-hours events and some overnight, in-state travel.

• Duties in support of other departments and/or goals of the agency, including but not limited to program support and grants management support.

• Any additional duties as determined by the Finance Director or Executive Director.

• A combination of in-person at the office and optional telework days are scheduled during the year to provide staff the benefit of a more flexible work schedule.

Knowledge, Skills, and Abilities

• Possesses strong, proven organizational and administrative skills, and can plan, set goals and objectives, and follow through

• Demonstrate effective oral and written communication skills including public speaking

• Demonstrates effective project management and soft skills including flexibility, good listening skills, creative thinking, project oversight, attention to detail, adherence to timelines

• Must be able to handle unforeseen events quickly, calmly, and in a professional manner

• Promotes and encourages team approaches to problem solving

• Establishes and maintains positive professional working relationships within and outside the agency

• Attentive to detail and committed to excellence in all aspects of work • Experience with budget development

• Be able to handle multiple concurrent and high priority tasks • Collaborate as a team player with other agency staff to deliver quality programs and services

• Be able to administer highly confidential matters with tact and diplomacy and the utmost discretion

• Demonstrate professional business orientation and acumen

• Be adept at interacting with people of various social, cultural, economic, and educational backgrounds

• Demonstrate excellent planning and organizational skills

• Meet deadlines consistently

• Take a proactive approach and work independently

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

• Present a professional appearance

• Have knowledge of arts learning and arts programming, as well as current trends and best practices in the history and goals of alternative education

Qualifications

• Graduation from an accredited four-year college or university with a degree in business or public administration, arts administration, or a related field; a degree in finance, accounting, business, or public administration preferred

• Extensive database experience; FileMaker Pro preferred

• Basic financial record keeping experience preferred

• Skilled with computer software programs, including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others

• Bilingual, Spanish-speaker a plus

• Experience working with nonprofit organizations and/or the artists and the arts industry

• Experience and knowledge of PeopleSoft applications, accounts payable, and/or travel processing experience a plus

• Strong attention to detail

• Excellent written and oral communications

• A positive attitude, earnest interest in providing excellent customer service and a team player

• Experience working with nonprofit organizations, government agencies, and/or educational systems is a plus

• Project management training or experience is a plus

• FileMaker Pro or equivalent database knowledge preferred

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 load and unload materials of up to 40 pounds

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.