Office Administrator (paid position)
We are currently seeking an Office Administrator. This position will play an integral role in the day to day back office functions and organizational strength of our organization. The Office Administrator will provide administrative support, answer and respond to calls and emails, perform clerical and basic accounting tasks and assist in enhancing our visitor experience. Qualified candidates will have strong verbal and written communication skills, a strong ability to multi-task and a friendly demeanor.
Supervision received: Work is performed under the general supervision of the Executive Director.
Supervision exercised: Supervision is exercised over a crew of volunteers, or others assigned.
Somewhat flexible 20 hours/week. Some evening/weekend work may be required.
Knowledge, skills and ability Requirements:
High school diploma – college is desirable and at least 3 years of related experience and training; equivalent combination of education and experience
Knowledge of Microsoft Office Suite, general accounting software (Quick Books is preferred) and good Social Media skills. Microsoft POS skills are a plus but not necessary.
General business communication skills
Must be physically able to lift 20 pounds.
Ability to maintain accurate records and prepare reports.
Ability to manage and prioritize multiple tasks.
Previous experience with Special Events is a plus
Duties & Responsibilities:
Answers phones, returns phone messages, emails.
Book Charters, tours: maintains charter log, documents payments, coordinates proper volunteer trolley operator coverage of charters
Receives and processes daily mail
Tracks moneys received, entering information into donor database
Prepare bank deposits and enter accounts payable into Quick Books software
Tracks volunteer sign-ups, calls volunteers as needed to fill shortages
Greets Charters as needed to ensure arrangements are in order
Coordinates mass mailings and monthly e-mail newsletters
Provide clerical duties for Executive Director and Board of Trustees.
Order supplies, tools and equipment as required
Answer visitor questions about museum services.
Train & provide assistance or direction to other office workers or volunteers.
Coordinate/assist in the Museum’s public schedule including Special Events
Provide back-up to ticket office and schedule ticket office agents
Ability to suggest good/better/best practices and work without supervision
Other duties as required.