Job Description

The Portland Art Museum (referred to as Museum) and the Center for an Untold Tomorrow (referred to as PAM CUT) invites applications for the position of Accounts Payable Coordinator. The Accounts Payable Coordinator is responsible for the accurate and timely processing of accounts payable transactions for Portland Art Museum and its programs in accordance with the Museum’s accounting policies and procedures. This role is customer service driven and includes interacting with staff, vendors and the public.

Essential Duties & Responsibilities

• Process full cycle accounts payable transactions on a timely basis and within policy guidelines and procedures of the Portland Art Museum
• Data entry of accounts payable transactions (invoices, credit memos, etc.) into financial software to accurately record account distribution. This includes reviewing transactions for proper amounts, coding and authorization, seeking coding and approval where needed
• Process payment transactions for accounts payable items, which includes printing checks, sending wires, matching payments with the required documentation and submitting to the controller and signers for signature, preparing the check and necessary support for mailing/distributing to the vendor
• Maintaining physical paid vendor files, which includes matching check stubs to invoice(s) filing copy, and filing payments/invoices by vendor by date or current filing structure
• Maintains electronic accounts payable/vendor files in financial software ensuring required forms, i.e. W-9’s and New Vendor forms are received, maintained, and updated
• Reviews and reconciles vendor statements with Museum records
• Works with staff and vendors to resolve accounts payable inquiries
• Process 1099 filings on a yearly basis ensuring a form 1099 is completed for all 1099 vendors
• Maintains, administers, and safeguards ACH set up and templates in the various bank websites
• Prepare Electronic Funds Transfers (EFT’s), such as ACH’s and Fed wires, as needed for approval routing in payment of invoices and other Museum transactions
• Manage and administer the Museum’s purchase card program
• Review, verify backup documentation, and record monthly purchase card program transactions
• Reconcile assigned accounts on a monthly, quarterly, and yearly basis
• Assist with preparation for the yearly financial audit
• Provide training to staff for proper AP/purchase card processes and procedures
• Assist with implementation of an AP Automation process

Secondary or Additional Responsibilities

• Process credit applications for the Museum
• Be a designated back up for other accounting rolls as needed/assigned
• Administrative duties such as: photocopy, fax, file, order office supplies as needed and handle the setup and breakdown of the Audit, Finance, and Investment Committee meetings
• Performs other related duties as assigned

Supervisory Responsibilities

• This role does not have any supervisory responsibility

Institutional Responsibilities

• Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability
• Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• Promote equity and inclusion goals and have a “people first” mindset

Required Knowledge & Skills

If you have any questions along the way including wanting to talk about a non traditional career background, please reach out to HR.

• Strong verbal and written communication skills
• Experience working independently and collaboratively
• Must be accurate, detail oriented, skilled in data entry, and multi-tasker
• Organized and can follow-up on pending issues
• Must be customer service and team oriented in interacting with staff, vendors and the public in addressing questions within the accounts payable process, such as invoices and payments
• Perform duties effectively under time constraints to meet deadlines
• Work collaboratively in an equitable and inclusive framework with individuals from a wide variety of backgrounds
• Discreet in managing confidential information
• Demonstrated skill to adapt and quickly learn new software applications
• Actively participate in promoting the Museums equity, inclusion and access goals

Education, Formal & Informal Experience, Training Required, Certification, Etc.

• High school diploma or equivalent education; or equivalent combination of education and experience
• One to two years’ experience in accounts payable and purchase card programs
• Experience in filing 1099’s highly preferred
• Experience reconciling credit card transactions
• Proficiency in Microsoft Office, with focus on excel, word, and Google platform

Job Conditions

• Hourly/Non-Exempt
• Schedule/Hours: Monday - Friday, 9:00am - 5:00pm (35 hours per week)
• Onsite with Occasional Work from Home Flexibility
• Extensive computer work

Physical Activities

• Frequently moving around the Museum
• Frequent communication with team members, vendors, or public
• Constant sedentary work that primarily involves sitting/standing for prolonged periods-sit-stand desk available
• Continuous repetitive motions of hands/wrist/fingers; high computer and phone use
• Occasionally lift/push/pull up to 20lbs
• This is not a complete representation of all physical requirements

Benefits

• This role is non-exempt/hourly and full-time
• Budgeted compensation is within pay grade E ($18.71 min - $21.52 mid - $24.33 max), depending on experience
• Shift differentials, for hourly/non-exempt staff, for hours worked onsite within:
  • Evening hours (6:00pm-12:00am) will be paid an additional $1.00 per hour
  • Night hours (12:01am-6:00am) will be paid an additional $2.00 per hour
• Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts
• Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave
• Transportation benefits: TriMet / C-Tran / parking pass discount or bike to work enrollment
• Museum admission & lectures, programs, and gift shop discounts
• R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations

Application Process for Accounts Payable Coordinator

Apply online at: www.portlandartmuseum.org/careers, to create a profile.

In order to be considered eligible, submissions require a resume, cover letter, four references, and all application questions answered. Incomplete applications will not be considered.

Closing date: Open Until Filled

We will be reviewing applications immediately, so please apply as soon as possible.

Company Description

COVID-19

The Museum has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment, except employees who work exclusively from home or outdoors. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs. For new employees, requests for exemption must occur before beginning employment to hr@pam.org. New employees must submit proof of vaccination or a valid exception request to the HR department before their first day of work.

Equal Opportunity & Accessibility

The Museum is deeply committed to diversity, equity, and inclusion, both in our hiring practices and in our Museum employee experiences. We strive to foster a mindful and respectful environment in which everyone can be their authentic selves at work and experience a culture free of harassment, racism, and discrimination.

The Museum is an equal opportunity employer, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. This commitment ensures that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application is needed to participate in the job application or interview process, perform essential job functions, and/or receive other benefits and privileges of employment, please contact Human Resources at hr@pam.org or 503.276.4358.

About the Portland Art Museum and PAM CUT // Center for an Untold Tomorrow

The seventh oldest museum in the United States, the Portland Art Museum is internationally recognized for its permanent collection and ambitious special exhibitions drawn from the Museum’s holdings and the world’s finest public and private collections. The Museum’s collection of more than 50,000 objects, displayed in 112,000 square feet of galleries, reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America, English silver, and the graphic arts. An active collecting institution dedicated to preserving great art for the enrichment of future generations, the Museum devotes 90 percent of its galleries to its permanent collection.

The Museum’s campus of landmark buildings, a cornerstone of Portland’s cultural district, includes the Jubitz Center for Modern and Contemporary Art, the Gilkey Center for Graphic Arts, the Schnitzer Center for Northwest Art, PAM CUT, and the Confederated Tribes of Grand Ronde Center for Native American Art. With a membership of more than 22,000 households and serving more than 350,000 visitors annually, the Museum is a premier venue for education in the visual arts. For information on exhibitions and programs, call 503-226-2811 or visit portlandartmuseum.org.

PAM CUT // Center for an Untold Tomorrow was established in 1971 as the Northwest Film Center. It is an extension of the Museum and a year-round organization where artists and audiences explore our region and the world through cinematic storytelling in all its forms—including film, television, new media, audio storytelling, gaming, and immersive arts. PAM CUT’s mission is to change for whom, by whom, and how cinematic stories are told. Through our “cinema unbound” approach to exhibition, education, artist services, and special programs, we embrace audiences and artists working at the intersection of art and cinema who are not content to be contained.

Shared knowledge around art and film enriches our communities and helps all thrive and engage in a global society. Equity, diversity, and access to art, film, and education are critical to the ongoing work of the Portland Art Museum and PAM CUT. Learn more about the Museum’s commitment to equity at portlandartmuseum.org/equity.

The Portland Art Museum and PAM CUT welcome all visitors and affirm their commitment to making their programs and collections accessible to everyone. The Museum and PAM CUT offer a variety of programs and services to ensure a quality experience and a safe, inclusive environment for every member of our diverse community. Learn more at portlandartmuseum.org/access.