Accounting Specialist - Krannert Art Museum

College of Fine and Applied Arts

University of Illinois at Urbana-Champaign

Job Summary

The Accounting Specialist oversees the daily business and general office functions of the Krannert Art Museum (KAM) and coordinates the museum's membership program. This position supports KAM business office functions by performing accounting duties focused on data entry, maintaining accounts payable/accounts receivable, processing payments, and routines in support of the maintenance of accounts and accounting records. This position also supports membership functions by performing data entry, processing member communications, and assisting with member/donor events. This position requires the use of judgement and initiative and and the ability to exercise discretion in handling sensitive and confidential information. The Accounting Specialist is responsible for exemplifying the professional and high standards of the Museum to all customers, both internal and external.

Duties & Responsibilities -

Accounting Support 40%

• Navigate Banner, Chrome River, TED and other University systems and reference data to assist with managing KAM business issues including monthly account reconciliation.
• Assist with procurement for KAM including processing vendor forms, payment, service agreements, requisitions, purchase orders, invoice processing, credit card purchasing and employee reimbursement vouchers, and other supporting payment documentation. track payments and enter payment information on source documents in appropriate University system.
• Reviews invoices and statements, verifying information, ensuring funds are available, and, if questionable, resolving with submitting unit, determining accounts involved, coding transactions, and processing material for application in the accounting system.
• Receive and process gift fund requests and payments, receiving documents, coding I-Buy transactions, and monitoring I-Buy purchases in Banner.
• Assists in budgetary control by monitoring budgets and originating or verifying adjustments and transfers process accounting correction measures, such as journal vouchers.
• Receive and processes monetary donations to KAM, oversees cash handling, works with UIF to process donations.
• Perform other financial support duties as assigned.

Membership Support 30%

• Processing membership and annual fund renewals, including member communication regarding openings, events, and news, track invitations and RSVPs.
• Collaborate with director on annual plan with the Annual Fund team.
• Primary staff contact organizing fundraising and membership event logistics including scheduling, location, catering, performing set-up, and dismantling as appropriate, staffing event.
• In coordination with director, serve as liaison to KAM Council.

Office Support 30%

• Assists the director with calendar, correspondence, donor communication, travel arrangements, and expense reports.
• Provide general front office support, answers general inquiries via email and telephone.
• Maintains unit calendar of operating or administrative tasks.
• Tracks, orders, receives, and distributes office supplies.
• Compiles, summarizes, organizes, and distributes information from a variety of sources for use in reports, brochures, and publications (e.g., Advancement).
• Assists unit with unit operational projects, conferences, and symposia, including travel arrangements and participant agreements.
• Assist with preparing and processing agreements for guest artists and performers .
• Prepare and facilitate mailers and bulk emails for special projects and events.
• Establish and manage comprehensive file and record systems including confidential materials.
• Perform other related administrative support duties as assigned.

Additional Physical Demands

Position involves mental exertion and requires the ability to work under pressure on multiple tasks in a calm and effective manner. Maintaining strong positive relationships across university departments and with museum donors and volunteers is critical to this position, as is commitment to the institution’s diversity, equity, inclusion, and accessibility goals. Interruptions are continuous throughout the day. Physical requirements include sitting at a computer and conducting errands between campus facilities and event locations. Evening and weekend hours required 6-10 days each year.

Required Qualifications -

1. High school diploma or equivalent.

2. Any one or combination totaling two years (24 months) from the categories below:

A. Course work in accounting, as measured by the following conversion table or its proportional equivalent:

• 9 semester hours equals two years (24 months)

B. Course work in any discipline as measured by the following conversion table to its proportional equivalent:

• 30 semester hours equals one year (12 months)
• Associate's degree (60 semester hours) equals eighteen (18) months
• 90 semester hours equals two years (24 months)

C. Work experience in bookkeeping, office support, or closely related experience.

3. Two years (24 months) work experience in bookkeeping, office support, or closely related experience.

Preferred Qualifications, Knowledge, Skills and Abilities -

• Experience with University systems including Chrome River, TED, iBuy.

• Knowledge of university business procedures, Banner finance modules, understanding of bookkeeping practices and procedures.
• Knowledge of University systems including Chrome River, TED, iBuy.
• Proficient with Microsoft Office products.
• Strong customer service skills and capacity for donor protocol.
• Ability to work independently, accurately, and to exercise judgement.
• Strong critical thinking, verbal communication, and interpersonal skills.
• Ability to work well with staff, students, museum visitors, and others.

Appointment Information

This is a 100% full-time, benefits-eligible Civil Service 4651 - Accounting Specialist position. The expected start date is as soon as possible after the close of the search. Immigration sponsorship is not available for this position. The entry-level salary for the Accounting Specialist classification is $42,564.60 ($21.828/hour).

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on April 17, 2023. Upload a cover letter, resume, contact information for three professional references, and college transcripts (if applicable).

Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position.

Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Laura Williams at lauraw@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1016594
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu