JOIN THE FINANCE TEAM!
Serve as Assistant Controller for Cooper Hewitt, Smithsonian Design Museum! The incumbent reports to the Director of Finance and provides administrative and technical support in the areas of administration and budget.
OVERVIEW OF DUTIES AND RESPONSIBILITIES:
Financial Control and Management:
The incumbent oversees financial transactions and recordkeeping for all procurement transactions: supplies, services, travel, and equipment, and is designated as a Unit Procurement Officer. The incumbent is responsible for ensuring that revenue is deposited and reconciled to the Enterprise Resource Planning (ERP) financial system, the museum’s CRM system, and the retail POS system promptly. Tracks expenditures and interprets a host of complex regulations and procedures governing the use of private trust and federal funds.
Ensures financial activity is accurately and properly reflected in ERP. Performs oversight review of financial transactions to ensure they are prepared in accordance with Federal and SI accounting and financial management policies and procedures.
Analyzes and creates monthly reports produced from ERP. Identifies and works with SI accounting staff to resolve financial data errors.
Ensures procurement and supply operations are conducted in accordance with SI policy and approves purchase orders in ERP for up to $25,000 after evaluating and analyzing the statements of work for the procurement of supplies and services for federal and trust-funded contractors. Review documents to ensure that the appropriate authorizations are in accordance with regulations, charged to the applicable account, and funds are available to cover the obligation. The incumbent will independently track the status of all orders to ensure that created purchase orders are approved, received, invoiced, and closed. Evaluates the cost performance of contractors providing goods and services to the Museum. Recommends to the Director of Finance the termination or extension of contracts based on performance, quality, and cost-effectiveness.
Prepares many budget, financial, and administrative documents that may include but are not limited to travel authorizations and vouchers, purchase orders, requisitions, miscellaneous receipts, cash receipt vouchers (CRVs), and inter-unit reimbursements.
The incumbent brings significant financial management issues requiring management attention and alternatives for addressing them to the attention of the Director of Finance.
The incumbent ensures that departmental managers operate within their allotted budgets. Analyze the organization’s operating costs and develop feasible alternatives for cost containment using cost/benefit analysis techniques. Works with the Director of Finance to manage unforeseen fluctuations in organizational operating costs.
Compares actual spending results and projected year-end results to budget allocation and reports anticipated budgetary shortfalls to the Director of Finance.
The Incumbent serves as an approving official for the Museum’s purchase card holders. Ensures that guidelines are followed and purchases made within the funding limitations.
Resume should show one year or more of comprehensive full-time experience performing the following duties:
Comprehensive knowledge of professional accounting, budget and financial management theories and standards.
Knowledge of and skill maintaining complex and accurate financial records with a working knowledge of the Museum’s organization, policies, procedures, programmatic mission, goals and priorities.
Thorough knowledge of financial management, procurement, contracting, budgeting, personnel and general administrative policies, requirements, and procedures.
Complex level of knowledge in functions of Microsoft software to include Excel and Word with the accelerated ability to learn new financial management systems such as ERP.
Excellent writing skills proficient enough to write statements of work, letters, memos, reports, etc.
Ability and sophisticated experience in communicating with professional SI staff and support personnel, vendors, donors, and contractors on a wide variety of applications including in person or phone customer service, providing time sensitive information as required, requesting information and expediting tasks as assigned.
HOW TO APPLY?
Please submit a resume and cover letter to ZamoraP@si.edu
The Smithsonian uses the General Schedule (GS) pay scale for Trust and Federally funded positions. This is a Trust funded position at Grade 11 / Step 1
TEMPORARY TRUST APPOINTMENT:
One-year full-time appointment that may be extended beyond the one year (based on performance and budget).
The permanent duty station is 2 East 91st Street, New York, NY 10128
This position is eligible for telework. Will be required to report to the office three days or more per week.
CONDITIONS OF EMPLOYMENT
• Pass Pre-employment Background Check and Subsequent Background Investigation
• Complete a Probationary Period
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in the U.S. is not required to apply.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact the point-of-contact listed in the “How To Apply” section above. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.
The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information: www.si.edu/oeema.
COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION:
The Smithsonian Institution ensures its employees (federal and trust), applicants, and affiliated persons (interns, research associates, fellows, and volunteers) are protected from discrimination and unfair treatment in the workplace regardless of their race, color, religion, national origin, sex (including gender identity, gender stereotyping, pregnancy, and sexual orientation), age, disability, genetic information, marital status, parental status, or political affiliation and are free from reprisal against protected activities. In addition, other Smithsonian policy prohibits discrimination based on membership in an employee organization or other non-merit factors, and political affiliation.