Finance Director


Posted on 05/05/2022

Finance Director
Oklahoma Arts Council – Application Deadline: Open until filled

FULL-TIME POSITION
Department: Oklahoma Arts Council
County Location: Oklahoma
Posting Date: April 5, 2022
Open Until Filled

OKLAHOMA ARTS COUNCIL
The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

POSITION SUMMARY
The Oklahoma Arts Council seeks an experienced Finance Director to plan and direct the financial accounting, budgeting, cash management, and other fiscal operations of the agency’s overall budget of more than $9 million. In addition, this position serves as the primary Certified Procurement Officer for the agency. The Finance Director reports directly to the Executive Director and receives state retirement and insurance benefits, including health, dental, life and disability insurance. Salary is commensurate with experience with a cap of $69,826.

ESSENTIAL FUNCTIONS
Finance and Budget:

  • Develop and maintain the agency’s financial systems, including supervising the internal controls for receipts and expenditures, federal grant balances, program, and administrative fund balances
  • Prepare and manage the State’s annual budget request and budget work program, entering and submitting the required documents for approval
  • Ensure related strategic plan benchmarks are being met and supported related to finance and agency resources
  • Develop the financial and narrative information for the agency budget, including analysis and projection of administrative program costs, using planning information provided by the Executive Director, and ensure that the budget is submitted in a timely manner
  • Set up the fiscal year ledger and budgetary systems, allocating authorized appropriations and federal grants for specific programs, funds, and object codes to align with agency plans
  • Develop and utilize systems to track and monitor investment/cash status
  • Develop and manage annual department budget
  • Provide leadership and expertise in accounting functions
  • Prepare GAAP conversion packages for the Office of Management and Enterprise Services (OMES)
  • Prepare financial statements for audit in accordance with GAAP and coordinate financial statement audit, as needed
  • Advise staff on compliance with accounting procedures and ensure procedures are followed; investigate procedures for unusual situations
  • Manage the budget revision process, when revisions are necessary
  • Monitor agency expenditures in relation to budgeted amounts
  • Complete reconciliations of PeopleSoft, clearing account, agency awards, and other accounting records and verify deposits
  • Prepare and distribute quarterly department budget to actual reports
  • Assist department directors with budget preparation and work collaboratively in the development of business plans and agency contracts, providing tools and training as needed
  • Maintain the accounting system for managing revolving accounts in the FileMaker Pro budget database, monitoring balances and expenditures for each revolving subaccount
  • Maintain the accounting system for managing federal grants, including monitoring drawdowns, balances, and expenditures for each federal grant in conformance with the time frame and expenditure guidelines; on average drawdowns from federal grants are conducted 2-3 times per fiscal year
  • Maintain the accounting system for managing grant payments awarded by the agency to align with the agency’s budget allocation plan for each grant program
  • Prepare additional program and financial reports generated from the agency grants management system and submitted to the National Endowment for the Arts (NEA) in conjunction with Grants Director
  • Analyze and reconcile monthly financial statements from PeopleSoft and FileMaker Pro budget database
  • Prepare and meet monthly regarding grants and state budget systems to reconcile grants against agency program expenditures
  • Audit payroll reports, as needed, and prepare payroll information for the budget, adjusting the payroll budget as necessary
  • Complete ad hoc reporting to OMES, the NEA, and the legislature, as needed
  • Provide financial reports at three Council/governing board meetings, and support in the preparation of other annual performance and budget hearings, other legislative presentations, and other meetings, as needed
  • Oversee the preparation and management of the agency audit, when applicable
  • Oversee P-Card administration and conduct monthly reconciliation; create PeopleSoft P-Card vouchers
  • Participate in grantee financial analytics and review meetings, as needed
  • Assist with preparation of business plans, providing financial expertise

Purchasing:

  • Act as agency primary Certified Procurement Officer, providing leadership and expertise in procurement
  • Develop and maintain requisitions system
  • Verify adequate budget for purchase requests
  • Create PeopleSoft purchase orders according to purchase requests
  • Identify and solve issues with purchase orders and act as backup for entering purchase orders and vouchers into PeopleSoft
  • Recommend and implement policies and procedures relating to purchasing; advise and train staff on compliance with purchasing procedures and best practices

Physical Office Management:

  • Serve as the liaison for lease management of agency equipment
  • Maintain perpetual inventory of equipment and surplus in conjunction with Web/Publications Director
    • Assess, tag, and record new assets including IT equipment and office furniture upon initial receipt
    • Work with OMES DCAR to maintain inventory records
    • Ensure proper disposal of agency assets through state surplus, when needed
    • Ensure proper equipment installation and oversight of any equipment maintenance
    • Lead contract negotiations for CORE, as needed
    • Serve as the agency’s Risk Management Coordinator, Records Coordinator, and Safety Coordinator (including handling Workers Compensation issues and Department of Labor reporting when needed) and oversee annual inventories

Other: Travel to occasional meetings or events required. Attendance may be required at occasional evening or weekend meetings or events. Any additional duties as determined by the Executive Director. A combination of in-person at the office and optional telework days are scheduled during the year to provide staff the benefit of a more flexible work schedule.

Successful candidates will:

  • Have comprehensive knowledge of accounting principles and practice and GAAP for state governments and the ability to prepare GAAP financial states
  • Possess experience with budget development
  • Have a high level and operational knowledge of Oklahoma’s PeopleSoft accounting system as utilized by state agencies, including, but not limited to, detailed actions needed to resolve vouchers with errors
  • Have knowledge of Oklahoma state government purchasing laws and rules, and best practices in contracting to protect the interests of agency and the State
  • Demonstrate proven organizational and administrative skills and an ability to plan, set goals, and achieve objectives
  • Display effective oral and written communication skills including public speaking
  • Exhibit effective and strong organizational and administrative skills including flexibility, good listening skills, creative thinking, project oversight, ability to plan, set goals and objectives, and adherence to timelines
  • Be able to handle unforeseen events quickly, calmly, and in a professional manner
  • Promote and encourage a team-based approach to problem solving
  • Establish and maintain positive professional working relationships within and outside the agency
  • Experience working in a team environment, to include providing professional support to colleagues 
  • Ability to work with both the highly structured environment of state government and the highly flexible and changing environment of arts organizations and artists 
  • Be attentive to detail and committed to excellence in all aspects of work

Qualifications:

  • Graduation from an accredited four-year college or university with a degree in accounting, business administration, or a closely related field
  • Minimum of five (5) years of experience in Oklahoma state government accounting, finance, and purchasing, or an equivalent combination of education and experience
  • Certified Procurement Officer preferred
  • Prior experience with the State of Oklahoma’s PeopleSoft accounting and reporting system (Financial, HCM, and Budget)
  • High attention to detail
  • Excellent verbal and written communication skills
  • Proficiency and experience with MS Office
  • Strong organization skills required as well as ability to work on a self-directed basis
  • Ability to manage multiple project simultaneously in an organized and efficient manner
  • Ability to handle stressful situations in a graceful manner while maintaining a positive standard of professionalism

Key Requirements/Physical Demands:

  • Pre-employment OSBI background check must be successfully completed
  • Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary
  • Must be able to lift and carry up to 30 pounds

To Apply:  
The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.   

A successful application will consist of:  

  • Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position  
  • Resume with relevant experience and a list of degrees held and/or certifications  
  • List of up to three references with names and contact information (letters of reference not required at this time)  

Visit www.jobs.ok.gov to complete an online application. 

 While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls please.