Coordinator of Accounting Business Processes & Services

Classification Title:

Accountant II

Job Description:

The Coordinator of Accounting Business Processes & Services shares responsibility for the oversight and management of the fiscal activity of the Harn Museum of Art with the Assistant Director of Finance, and the Director of Finance and Operations. In collaboration with the Assistant Director of Finance and the Director of Finance and Operations, the Coordinator of Accounting Business Processes & Services develops, coordinates, and implements business processes and services that facilitate all areas of fiscal activity, including, but not limited to, purchasing, invoicing, payments, travel, asset management, property records and inventory, personnel, etc. for the Harn Museum of Art. This individual is responsible for ensuring that day-to-day revenues and expenses are processed efficiently and within the guidelines of the University of Florida. In tandem with the Assistant Director of Finance, assists with financial activity tracking through accounting systems, financial reconciliations, and reporting. Duties include:

Administration and Management

• Working with the Director of Finance and Operations and the Assistant Director of Finance:
  • Coordinates the Harn Museum of Art daily business processes and services of the Finance Office, as they relate to purchasing, accounts receivables and payables, travel, payroll, asset management, and inventory, ensuring that the daily processing of financial activities is completed in an efficient manner. This person will work closely with the Human Resource Manager to ensure the coordination of all financial activities relating to personnel is conducted in a financially sound manner.
  • Responsible for all accounts receivables and payables, purchasing, travel, payroll, data entry, asset management, and inventory.
  • Provides leadership to the museum staff, providing training and guidance in the business processes as they relate to purchasing, accounts receivables and payables, deposits, travel, asset management, property records and inventory, and financial activities involving personnel.
  • In collaboration with the Assistant Director of Finance and the Human Resource Manager, provides quality customer service that emphasizes the highest quality of customer service to all customers both internal and external to the museum.
  • Develops strategies and implements short- and long-range plans to strategically advance the financial affairs of the Harn Museum of Art with respect to streamlining financial processes utilized by the Harn Museum. Constantly reviews processes, promoting efficiency within the finance office, eliminating unnecessary paperwork and streamlining activities as appropriate.
  • Assists the Assistant Director of Finance in providing leadership and direction of the accounting and related financial activities of the museum, including the museum store, museum rentals, educational programming, and traveling exhibition auxiliaries to ensure sound fiscal administration, while advancing the entrepreneurial activities of the museum.
  • Prepares tax reports for the Assistant Director of Finance’s review and submission.
  • Assists the Assistant Director of Finance in managing appropriate cash levels in state, foundation, auxiliary, and grant funds.
  • Assists the Assistant Director of Finance in establishing and maintaining accounting controls over the museum’s unrestricted, restricted, and endowment funds.
  • Assists with preparation of grant reports.
  • Assists the Assistant Director of Finance in managing activities related to PeopleSoft, UF budget systems, Blackbaud, and internal accounting systems.

Asset Management

• Develops systems that facilitate effective management of all assets, both capital and attractive properties.
• Maintains property records (inventory) of all equipment, furniture, phones, computer software, etc. for the Harn Museum of Art.
• Acts as the liaison between the Harn Museum, the Offices of Property Records, and Property Accounting. Together with the Museum Technology Manager, the Accountant II is responsible for the compliance of all software copyright laws as outlined by the University of Florida.

General Operating Budget

• Assists the Assistant Director of Finance, Director of Finance and Operations, Human Resource Manager and the senior staff in the preparation and maintenance of the museum’s annual operating and capital budgets.
• In collaboration with the Assistant Director of Finance, monitors fiscal expense and income actualizations.
• In collaboration with the Assistant Director of Finance, anticipates cash flow projections throughout the fiscal year.
• In collaboration with the Director of Finance and Operations, Assistant Director of Finance and Human Resource Manager, develops streamlined systems that promote effective management of the general operating budget of the Harn Museum of Art.

Institutional Leadership and Interaction

• Works cooperatively and productively with other divisions to fulfill the institution’s goals and objectives.
• Completes work in a timely and professional manner.
• Establishes strategic methodology to streamline business processes that will promote museum goals, supporting exhibitions and museum programs both efficiently and effectively.
• Participates in the Finance Department meetings to review such topics as, but not limited to, financial priorities, income and expenditures, strategic plans, business processes and services, budget development and reporting, and financial statements.
• Conducts training of museum staff, ensures that processes are clearly understood, establishes clear communication between the finance office and museum staff, and clarifies to staff, resources that are available to them and how they can be obtained.
• Keeps privileged information confidential and represents the museum in professional circles and before the public in a manner which shall at all times enhance the prestige and credibility of the institution.

Professional Development

• Attends professional meetings when feasible and appropriate.
• Attends training sessions to increase accounting knowledge and skills, with special emphasis on PeopleSoft, UF budget systems, and Blackbaud systems.
• Actively participates in conferences on local, state, regional and state levels, establishing a presence in organizations by sitting on related committees and boards and presenting at conferences at the various levels.

Other duties as assigned.

Expected Salary:

$44,700 - $49,182.

The University of Florida offers a generous benefits package that includes insurances such as health, life, and dental as well as a vacation, sick leave, and personal days.

Minimum Requirements:

Bachelor's degree in an appropriate area and two years of relevant experience.

Preferred Qualifications:

• Knowledge of University of Florida accounting systems strongly preferred.
• Accounting degree strongly preferred.
• Extensive knowledge of Excel spreadsheets.
• In-depth knowledge of accounting and budgetary systems, financial records, accounting controls and procedures.
• Extensive use and knowledge of computerized accounting applications and spreadsheet software, knowledge of PeopleSoft, UF budget systems and Blackbaud accounting system or similar systems.
• Demonstrated ability to communicate, motivate, lead and relate effectively to a wide variety of individuals.
• Exceptional and demonstrated analytical and organizational skills.
• Strong interpersonal/communication skills to foster effective working relationships at all levels.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and 3 professional references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This requisition has been reposted. Previous applicants are still under consideration and need not apply.

Health Assessment Required: No