Financial Assistant

Carnegie Museums of Pittsburgh - Pittsburgh, PA3.9

Carnegie Museum of Art creates experiences that connect people to art, ideas, and one another. We believe creativity is a defining human characteristic to which everyone should have access. CMOA collects, preserves, and presents artworks from around the world to inspire, sustain, and provoke discussion, and to engage and reflect multiple audiences.

Carnegie Museum of Art is arguably the first museum of contemporary art in the United States, collecting the "Old Masters of tomorrow" since the inception of the Carnegie International in 1896. Today, the museum is one of the most dynamic major art institutions in America. Our collection of more than 30,000 objects features a broad spectrum of visual arts, including painting and sculpture; prints and drawings; photographs; architectural casts, renderings, and models; decorative arts and design; and film, video, and digital imagery. Through our programming, exhibitions, and publications, we frequently explore the role of art and artists in confronting key social issues of our time, combining and juxtaposing local and global perspectives. With our unique history and resources, we strive to become a leader in defining the role of art museums for the 21st century.

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The FINANCIAL ASSISTANT is responsible for assisting the Interim Director of Finance and Administration in the processing and tracking of financial information. The position is responsible for providing regular financial reports; and supplying accurate and timely financial information. Tracks and analyzes financial information to proactively make recommendations for course corrections and improvements.

This is a part-time, temporary (2-4 month) position.

Interested candidates are asked to upload their cover letter AND resume in the same file to complete the application process.

Associates degree or equivalent experience required with 1-3 years of demonstrated experience working with financial information, such as processing financial data; AP/AR. Solid experience in office administration and other administrative assistant duties. Proficient experience in MSWord, especially Excel. Knowledge of financial systems is preferred but not required.

Excellent interpersonal, communication, organizational, and presentation skills. Ability to work well under pressure. The ability to prioritize workload and meet deadlines is critical.

Work is primarily sedentary in nature, no special demands are required.

  • Reconcile admissions revenue and attendance information daily. Prepare analysis for monthly and annual performance reports and related projections;
  • Coordinate the approval and tracking of invoices, including related documents for exhibitions, marketing, publishing, acquisition funds, and other departments as needed. Perform financial analysis by researching problems, such as lost invoices, payment discrepancies, incorrect account coding or distributions, and resolving issues with little supervision;
  • Prepare and analyze monthly financial reports for various operating, designated, and restricted activities; track actual expenses against various project budgets; review accounting and budget activity to ensure adherence to annual budget;
  • Assist with the reconciliation of monthly balance sheet accounts, including Accounts Receivable and Accounts Payable. Prepare monthly, quarterly and annual journal entries for the general ledger;
  • Approve monthly purchasing card expense reports, verifying coding and receipt documentation;
  • Acts with discretion to ensure the confidentiality of personnel and financial information;
  • Perform all other Accounting related duties, including those not mentioned in this job description, as the need arises.
The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:
  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check
Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer– Minorities / Females / Veterans / Individuals with Disabilities /Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.

The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities. An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job. When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below. Please note that the following guidelines are non-exhaustive. If you have any questions or need additional guidance, please contact Human Resources.

A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential.

B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function? The need for special expertise is an indication of an essential function.

C. Does the position exist, at least in part, to perform the function? If so, the function is more likely to be essential.

D. How much time is spent performing the function and how often? Note that even functions performed 10% of the time could be essential if they are required on a regular basis.

E. Would elimination of the function fundamentally alter the job? If so, the function is more likely to be essential.

F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.

G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it? If so, it is more likely to be essential.