Apr 23, 2018

Finance Administrator - M&C - nonprofit jobs - Los Angeles

  • Natural History Museum of Los Angeles
  • Los Angeles, CA, USA
Finance Museums Libraries and Historical Sites

Job Description

Position Summary

Primary financial responsibilities include coordinating at the divisional level the development of the budget, processing finances, monitoring the budget and serving as the liaison to the Finance and Legal Divisions. Advises the divisional senior vice president (SVP) and directors on financial matters, and identifies needs and problem areas in general and as it relates to advancing strategic goals.



  • Budget Development and Monitoring: Working closely with divisionalmanagement, develops annual budget and interim forecasts for division and its departments. Monitors the budget, related forecasts and corresponding strategic goals to determine whether allocatedfunds are being spent as planned and revenue goals are beingachieved. Identifies any significant variances and conveys status todivisional management.


  • Contract Development and Oversight: Initiates contracts and drafts specifics of contract language based on scopes of work submitted by vendors. Works with Legal Department on contract language and, if necessary, interacts with vendors regarding terms and signing of contracts. Keeps the SVP or director responsible for the contractinformed of work and any challenges encountered that might impact or alter the terms of the contract including accomplishment of contractgoal(s), budget and deadlines.


  • Financial Support: Processes financial documents including new vendor setup, purchase orders, invoices, check requests, expensereports, credit card statements, deposits and travel requests. Tracks invoices and reconciles them with purchase orders. Follows compliance with financial regulations and ensures that institutionalprocedures are followed in the preparation, authorization andsubmission of all financial forms.


  • Financial Reporting: Designs and implements financial management reports. Prepares and analyzes short- and long-range divisional and departmental revenue and cost projections. Prepares ad-hoc financial analysis and reports. 


  • Evaluation/Metrics: Analyses and reports on the effectiveness ofprograms and functions of the division including advertising and social media campaigns, communications initiatives, branding, publications and special events through established outcome measures, metrics, and input from supervisors and other staff members.


  • Monthly Budget Meetings: Schedules and conducts regular monthly budget meetings with SVP and directors.  Prepares reports that include updated budget/forecast, P.O. tracking and vendor status.


  • Purchasing: Places orders for office supplies, design studio supplies and digital supplies such as software or camera equipment as requested by divisional staff.  Tracks supply costs for budget purposes.  May require researching vendors and pricing or working with IT staff to order from preferred vendors.


  • Archiving and Filing: Scans and archives all financial and legal documents into digital archive.  Makes recommendations on improving archive setup, documentation needed, etc. Keeps physical file of current year documents. 


  • Staff Training: Supports/trains divisional staff in the preparation ofroutine finance-related paperwork including expense reports, travel requests, etc. Trains new directors on use of ChromeRiver to approve purchase orders.


  • Project Coordination: As needed and directed by SVP,coordinates special projects.


  • General: Performs other duties as assigned, dependent on organizational needs and employee skills. Provides backup support for other administrative positions.


This position has the following requirements:

  • Bachelor of Arts degree, preferably in business, accounting, or related experience.
  • Two to three years’ experience in accounts payable, budget development and management, expense tracking, staff financial support (i.e. reimbursements), and/or drafting contracts.
  • Must possess the highest level of ethical standards and professional behavior, including confidentiality of employee and museum information.
  • Able to communicate and convey accurate information.
  • Must have good analytical and problem solving abilities, and work well in a fast- paced environment.
  •   Proficient in the use of Microsoft Office Suite and advanced Excel. Familiarity with fund accounting software is a plus.
  •   Strong organizational skills.
  • Detail-oriented and able to effectively organize and manage multiple responsibilities.


Salary is commensurate with experience. This is a full time, regular, non-exempt position. 

The Natural History Museum is seeking applicants who have demonstrated experience and commitment working with a diverse community. Review of applications begins immediately and continues until position is filled. 

The Natural History Museum of Los Angeles County is an Equal Opportunity Employer. 

Please, No Phone Calls, No Fax.


Title / Level of Responsibility

Officer, Coordinator, Entry Level

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