Accounting Technician & Office Manager

This position is open until filled. 

About the Montana Arts Council:

The Montana Arts Council is the state agency established to develop the creative potential of all Montanans, advance education, spur economic vibrancy and revitalize communities through involvement in the arts.

This staff of seven people conducts a wide variety of statewide programs and activities that support arts and culture in towns across Montana. The staff is creative, collaborative, and devoted to delivering high-quality services and programs across Montana.

Job Overview:

The Accounting Technician and Office Manager position is a varied job requiring multiple skills and abilities, including attention to detail, ability to learn quickly, and willingness to support the arts agency in a multitude of ways. This job includes accounting support and data entry; paying bills and vouchers through the state's financial software (SABHRS); managing and tracking grant payments and reporting; assisting with federal grant reporting; managing a variety of Excel spreadsheets; organizing semi-annual offsite meetings of the Council; and a host of general office management duties supporting a small staff of seven. We are looking for applicants with demonstrated PeopleSoft and Excel skills, willingness to learn and grow in this position, a positive attitude, and a collaborative mindset. This position reports to the Chief Financial Officer and the Executive Director.

Key Responsibilities-

• Execute financial operations and compliance: Process accounts payable and receivable; verify and audit invoices and supporting documents; reconcile accounts; prepare reports; maintain accurate financial records; and ensure compliance with state accounting and procurement policies.

• Support payroll and purchasing activities: Provide payroll data and reporting; input payroll into the system; coordinate purchases of goods and services; monitor equipment needs; and maintain organized financial files.

• Manage grant systems and data integrity: Administer and maintain grants through management software; set up and support user accounts; provide technical assistance; and ensure accurate, complete data collection and integration with other systems.

• Coordinate office communications and daily operations: Monitor and respond to phone, email, and walk-in inquiries; route requests to appropriate staff; oversee general office email and mail distribution; maintain office security and opening/closing protocols; prepare agendas and notes for staff meetings; set up and host virtual meetings; and track building maintenance issues.

• Organize major events and provide executive support: Plan and execute bi-annual council meetings, receptions, and tours; organize program ceremonies such as Governor’s Arts Awards and Traditional Arts events; and provide administrative support to the Executive Director. Executive support functions include travel planning, calendar and email management, reports and special projects as assigned.

Required Knowledge, Skills, and Abilities:

• Skill in the use of general office software (e.g., Word, Excel, Outlook, etc.) with a preference for strong excel skills

• Understanding of accounting and payroll practices

• Ability to communicate effectively verbally and in writing

• Accurate typing, filing, and archiving skills

• Willingness to establish and maintain effective working relationships

• Knowledge of software management including business and multimedia applications

Minimum Qualifications (Education and Experience):

Requires education or experience equivalent to an associate degree and/or three-years office administration experience including computer and bookkeeping experience.

Knowledge of the Statewide Accounting, Budgeting, and Human Resource System (SABHRS) or PeopleSoft and an interest in the arts is preferred.