Accounting, Accounting Assistant and Contracts Administrator, Full Time

Reporting to the Controller, this full-time position supports the Accounting department and assists the General Counsel with the creation and completion of contracts and purchase orders.

Qualifications: Requires an ability to interact with all staff professionally and effectively, while maintaining a high degree of discretion in all communications. Requires the ability to multitask, prioritize, and manage time efficiently. Excellent computer skills are required.

Two or more years of contract management experience and a college degree are required. A degree in Business Administration is preferred. Experience in accounting and/or a law firm is helpful. Intermediate to strong knowledge of Microsoft Office products is required (Outlook, Word, Excel). An automobile, valid California driver’s license and personal automobile insurance are required.

Responsibilities:

• Reconciles corporate credit card statements and monthly payments, petty cash expenses and replenishment
• Processes Accounts Payable and Accounts Receivable in the absence of the Senior Accountant
• Assists Senior Accountant with data entry into the fixed asset application for two foundations and the Museum, including entering new asset acquisitions and asset disposals. Assists Senior Accountant with coordinating with department heads on timing of asset deployment and disposals 
• Assists Senior Accountant with external audit preparation for three entities
• Works with different vendors in receiving quotes, W-9 forms, certificates of insurance, and invoices
• Works with new staff across all departments with training in the PO system and accounting procedures
• Ensures insurance policy files are up to date and complete
• Assists staff in obtaining necessary information to draft or amend a contract
• Assists staff with negotiating contract terms
• Drafts, or performs an initial review, of all contracts (and amendments) before submittal to the General Counsel
• Prioritizes contracts for General Counsel’s review
• Follows-up on contract-related issues raised by the General Counsel
• Inputs contracts, purchase orders and check requests into the FileMaker Pro system
• Monitors contract compliance, including all deadlines
• Maintains digital and paper files of contracts, records, and other documentation
• Ensures all certificates of insurance are in compliance with contract terms and are current
• Assists General Counsel in providing tax files to outside accounting firm
• Provides administrative support to the General Counsel, including assisting with filings and correspondence with taxing and governmental authorities 

Physical Requirement: This position is in an indoor office setting, with frequent use of office equipment including computer, keyboard, and mouse. May involve long periods of sitting and standing. Must be able to bend, twist, reach, and lift up to 15 pounds. 

Schedule: This position is scheduled Monday-Friday, 8:30 a.m.-5:30 p.m.

Equal Employment Opportunity Statement

The Norton Simon Entities* provide equal employment opportunity for all applicants and employees. The Norton Simon Entities do not unlawfully discriminate or tolerate harassment on the basis of race, color, religion, creed, national origin, ancestry, physical disability, mental disability, reproductive health decisionmaking, medical condition, genetic information, marital status, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), gender identity, gender expression, age (forty years of age and over), sexual orientation, military and veteran status, or any other basis protected by federal, state or local law or ordinance or regulation. The Norton Simon Entities make reasonable accommodations for disabled applicants and employees and for religious observances and practices. This policy applies to all areas of employment including, but not limited to, recruitment, hiring, termination, training, promotion, compensation, benefits, transfer, and social and recreational programs.

The Norton Simon Entities are committed to fostering, cultivating and preserving a culture of diversity and inclusion in its workforce.

*The Norton Simon Entities are composed of the following: Norton Simon Museum of Art at Pasadena and the Norton Simon Art Foundation. Employment may be with either, or both, of these entities.