Department Budget Officer - Toronto, Canada - Royal Ontario Museum

Royal Ontario Museum

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department Budget Officer
Full-time, permanent

Visitor Experience

Are you passionate about culture, the arts, natural history, and science? Are you keen on how these elements aesthetically come together to tell the many stories of humanity?
Then consider a career at ROM.

***: Reporting to the Vice President, Visitor Experience with dotted line to the Vice President, Brand & Marketing and Vice President, Communications & Publishing, the Department Budget Officer is responsible for processing all financial transactions pertaining to the department's goods and services accounts. Prepares accounts, budgets, and forecasts, reconciling statements at month end, and preparing reports as required; ensures that procurement practices are followed, prepares purchase requisitions. Reconciles purchasing and travel cards. Interacts with Finance Department at the ROM and on occasion external vendors. Negotiates with suppliers, and handles purchasing of necessary supplies and equipment. For the Visitor Experience Department, manages petty cash float.

The role also coordinates administrative functions for the Visitor Experience Department and Security Department, provides limited administrative support to the Vice President, Communications & Publishing, and Vice President, Brand & Marketing.

RESPONSIBILITIES:

Monitors and maintains the Chief Marketing & Communications Officer, Marketing, Communications & Publishing, Visitor Experience and Security goods and services budgets, processes invoices, arranges approval signatures on invoices and submits to Accounts Payable for payment process. Manages petty cash float for the Visitor Experience Department.
Assists in the development of annual budget, forecast and business planning process for multiple groups within the Marketing & Communications Division. Compiles the budgets, coordinates and merges each unit's budget into a departmental plan which fits into the Financial Management System. Supports the Chief Marketing & Communications Officer; Vice President, Brand & Marketing; Vice President, Communications & Publishing; Assistant Vice President, Visitor Experience; Assistant Vice President, Membership; and Assistant Vice President, Security & Risk Management by establishing financial reporting controls. Manages budgets. Reconciles general ledgers and reports variances to Finance Department. Supports the administration of the Departments as needed.
Supports the Marketing, Communications & Publishing, Visitor Experience and Security teams in following the procurement practices at the ROM. Prepares purchase requisitions and arranges with Procurement Department for issuing of purchase orders. Handles purchasing of necessary supplies and equipment, negotiates with suppliers and obtains quotes for goods and services requisitions.
Coordinates all administrative functions for the Visitor Experience and Security Office. Manages the calendar of the Vice President, Visitor Experience and arranges meetings.
Monitors office supplies inventory and initiates replenishment Marketing and Communications Division and Security Office; picks up and distributes mail.
Prepares and reconciles Purchase and Travel credit card expense statements for multiple teams, including Chief Marketing & Communications Officer, Marketing, Communications, Visitor Experience, and AVP Security. Arranges approval signatures and submits signed forms and receipts to Accounts Payable.
Performs other related duties as assigned.

Posted Date
Closing Date
DepartmentVisitor Expeience
TypeFull-Time
Salary$55,826 - $ 63,800

Qualifications

Three (3) years post secondary Diploma or Bachelor's degree; with a major emphasis in commerce, accounting or business administration or an acceptable equivalent in education and experience.
A minimum of three (3) but less than five (5) years administrative experience preferably in a customer service environment with well established financial systems and processes.
Proficiency in MS Office software and operating database systems.
Demonstrated organizational and interpersonal skills.
Good mathematical, analytical and problemsolving skills.
High degree of accuracy and attention to detail.
Demonstrated ability to exercise tact, diplomacy, sensitivity, and discretion when dealing with confidential information and potentially sensitive correspondence internally/externally.
Demonstrated knowledge of office administrative processes/procedures. Excellent coordination and scheduling skills.
Demonstrated experience in invoicing, accounts payable and the use of finance related spreadsheet. Experience in financial forecasting and budget management.
Intermediate knowledge of database, desktop publishing, and word processing programs.
Proven skills in effective writing, accurate minute taking, and editing of electronic material.
Effective oral communication and public relations skills with a strong visito