Accounting Assistant - Part Time

Philbrook; Tulsa (OK); On-site; USD 27,000 - 39,000; Part time

Job summary

Philbrook Museum of Art in Tulsa, OK is seeking an Accounting Assistant to support the day-to-day financial operations, revenue recognition, and audit readiness. You will translate operational activity into accurate financial records across departments and help maintain reliable bookkeeping within our business office.

The role offers a 25-hour workweek at $24/hour, with flexible scheduling and opportunities to contribute to nonprofit accounting processes and year-end procedures.

Qualifications

• Bachelor’s degree or equivalent work experience in accounting or related field.
• 3–5 years of related accounting experience.
• Knowledge of GAAP; non-profit accounting experience is a plus.

Responsibilities

• Compile and organize sales and revenue data daily, weekly, and monthly.
• Prepare and record journal entries for revenue activities (admissions, facility rentals, memberships, fundraising).
• Review revenue batches for correct coding and supporting docs.
• Maintain appropriate cash levels and coordinate replenishment.
• Prepare and deposit cash, checks, and other payments in a timely manner.
• Calculate and remit monthly sales tax for applicable activities.
• Record inventory adjustments and deferred revenue as earned.
• Assist with audit documentation and schedules as needed.

Skills

Process improvement

Organizational skills

Time management

Relationship management

Non-profit accounting

Education

Bachelor's degree or equivalent in accounting or related field

Tools

Excel

MS Office

Non-profit fund accounting software

Job description

Description

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.

Requirements

Equivalent Education/Experience

Bachelor’s degree (or equivalent work experience) in any of the following or related fields:

• 3-5 years of related experience similar to that of the responsibilities described above
• Knowledge of generally accepted accounting principles and practices
• Non-profit accounting experience in a project-based environment a plus

Knowledge/Skill/Ability

• Motivation and initiative to identify the need for and implement process improvement.
• Excellent organizational and time management skills.
• Intermediate/advanced computer skills in Excel and MS Office.
• Strong collaborative and relationship management skills, with the ability to develop positive rapport within all levels of the organization.
• Experience with non-profit fund accounting software.

Schedule & Pay:

• Monday - Friday (flexible)
• Approximately 25 hours per week (flexing up/down for busy/slow weeks)
• Starting at $24/hour, depending on experience

Criminal background check required.

Philbrook provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.