Assistant Administrator for Budget and Accounting [National Gallery of Art – CASVA, Washington, DC]

Description

This position is located in the Center for Advanced Study in the Visual Arts (CASVA), the National Gallery of Art’s research institute, which supports the study of the visual arts through its program of fellowships, research, meetings and publications.

The incumbent is the Assistant Administrator for Budget and Accounting in CASVA. Manages the accounting, procurement, and payroll-related functions for the department.  Assists with budget, real estate and property management, and general office administration.
Accounting:  Handles all accounting functions for the department using Oracle financial management system, for  requisitions, receipt of goods and services,  travel, and contracts.

Manages micro-purchases for the department via Gallery’s Purchase Card Program.

Maintains log of expense allowances for research staff and fellows and prepares periodic reports on remaining balances.

Prepares non-travel reimbursement requests for CASVA staff.

Processes incoming checks for gifts, reimbursements, and event subscriptions, completing cash receipt forms and delivering checks to the Cashier, Development, or Catering.

Procurement of Goods and Services: The incumbent is primarily responsible for the acquisition and periodic inventory of supplies, equipment, and other services required for the operation of the department.

Payroll-Related Functions:  Prepares and submits monthly stipend request for fellows, professors, and foreign nationals on staff, forwarding new contracts and alerting Payroll of any changes. Responsible for distribution of checks, earnings statements, and tax reports.

Serves as the primary departmental timekeeper.

Budgets and Financial Reports:  Plans the annual private budget with the Center Administrator, for final approval of the Dean.

Initiates budget line transfer requests with the Treasurer’s Office.

At the request of the Dean or Administrator, prepares periodic financial reports for new grant applications and for on-going reports to donors of grant and endowment income.

Provides regular budget-versus-actual reports for department heads and support staff.

Real Estate and Personal Property Management:  Serves as procurement and maintenance liaison for Scholar’s Housing.

Stocks offices and inspects furnishings and equipment before arrivals.

Initiates requests with the Work Control Center for routine housekeeping, maintenance,
temperature control, and other facilities-related matters as they arise.

With the Center Administrator, oversees office renovations and re-furnishings.

Handles requisitions and bill-paying for all expenses associated with the Scholars Housing.

Works closely with the Gallery’s Administrator’s Office, Procurement, and Warehouse on contracts, requisitions, p-card purchases, and deliveries.

General Office Administration

Works closely with the Administrator on general management and coordination of the administrative functions of the Center.

Prepares travel authorizations and expense vouchers for research staff and fellows.

Develops, analyzes, and maintains a variety of files, reports, and tracking systems, ensures that files are maintained in accordance with Government, Gallery, and CASVA regulations and policy.

Handles disposition of files in accordance with appropriate policy and guidance.

Receives visitors and telephone inquiries, exercising tact, diplomacy and confidentiality in all dealings with Gallery staff and the public.

Provides administrative backup and support for the Dean in the absence of the Administrator.

Requirements

QUALIFICATIONS:

Candidates must meet the following qualification requirements and possess the necessary typing proficiency.  This requires at least 1 year of specialized experience equivalent to the GS-11 level in the Federal service OR a Master’s degree in business administration, public administration or museum studies. Specialized experience is professional office experience involving the development and administration of numerous budgets as well as preparing financial statements using computerized accounting software for a diversified organization, preferably a museum, art gallery, or academic environment.

An equivalent combination of education and experience is fully qualifying and meets the minimum qualification requirements.  The minimum typing proficiency is 40 words per minute with three or fewer errors based on a 5-minute typing exercise.

Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates.  Applicants must describe their possession of each of these factors individually in a one to two page supplement to their application.  Failure to provide a detailed description of relevant experience/education will automatically disqualify the candidate from employment consideration.

1.  Knowledge of  practices, methods, and techniques of accounting sufficient to independently plan and conduct a variety of accounting assignments or investigations and to analyze financial and budgetary relationships.

2. Possesses excellent administrative skills, ability to research, analyze, justify, and plan in order to assist in the coordination of the administrative functions of the office.

3. Knowledge of Oracle applications.

4. Knowledge of computer software applications including Microsoft Word, Excel, FileMaker, or other database programs.

5.   Skill in oral and written communication to assist fellows, staff, and vendors with payment    issues and to present recommendations and updates to supervisors and Gallery employees, including management level employees, in a clear and concise manner.

6. Basic knowledge of art history and familiarity with at least one foreign language.