Accounting Assistant - Part Time

Institutional Overview

Nestled in 25 acres of beautiful gardens, Philbrook Museum of Art is a 1920s Italianate Villa featuring a dynamic and ambitious program of rotating exhibitions and galleries with selections from an actively growing collection of approximately 15,000 objects. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahoma’s most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision of Philbrook as central to the lives of our community as a place for learning, inspiration, and fun. Through bold action and strategic investment, we create a space for new ideas, diverse perspectives, and social connection.

Position Overview

The Accounting Assistant supports the day-to-day financial operations of Philbrook by ensuring revenue and other financial activity is accurately recorded, properly supported, and processed in a timely manner. The position works collaboratively with departments across the organization to gather and translate operational activity into accurate financial information, while supporting revenue recognition, inventory, tax reporting, and audit processes. As a member of the Business Office team, the Accounting Assistant helps maintain reliable accounting records and provides responsive support to colleagues throughout Philbrook.

Essential Responsibilities

Revenue Recognition, Cash Receipts, Inventory & Taxes:

• Compile and organize sales and revenue data from various software systems and departments on a daily, weekly, and monthly basis.
• Prepare and record journal entries for revenue generated through admissions, facility rentals, memberships, fundraising, and other revenue activities.
• Review revenue batches for accurate coding, supporting documentation, and transaction dates.
• Maintain appropriate cash levels for frontline operations and coordinate replenishment as needed.
• Prepare and make timely deposits of cash, checks, and other forms of payment.
• Calculate and remit monthly sales tax for applicable revenue-generating activities.
• Record inventory adjustments related to purchases, sales, spoilage, and other activity.
• Record deferred revenue as earned in accordance with established accounting procedures and applicable restrictions.
• Assist the Director of Finance with recording and maintaining documentation for in-kind contributions.
• Perform assigned reconciliations and research and resolve discrepancies in revenue, cash receipts, and related accounts.
• Provide timely financial information and routine accounting support to departments throughout Philbrook.
• Assist with the preparation of schedules, documentation, and other materials for the annual audit.