Description:
The Office Manager is part of the leadership team at the Museum, responsible for overseeing the daily operations of the Museum and its various departments and all bookkeeping. Duties include communicating with department heads, relaying important information, basic accounting, and ensuring that day-to-day operations run smoothly.
Bookkeeping
- Full cycle processing of payables and receivables utilizing full range of QuickBooks capabilities
- Reconciliations of bank, credit card, vendor and customer balances
- Month-end close process, prepare financial statements for committee meetings
- 1099 reporting
- Cut checks, make credit card payments to vendors, and initiate wires as approved
- Journal entry preparation and reconciliation of balance sheet accounts
- Cash handling and Intuit Point of Sale operations
- Assist with other accounting projects as needed
- Make weekly bank deposits
- Prepare payroll reports to send to accountant
- Reconcile daily income statements with cash drawer
- Assist in the annual preparation of budget
Front Desk/Gift Shop
- Manage front desk staff, scheduling, breaks
- Order, stock, price all gift shop merchandise
- Organize purchase and presentation of merchandise with consideration to established marketing and exhibit plans
- Complete and submit regularly scheduled inventory and sales reports
- Complete monthly sales tax reports
- Maintain cash drawer, provide change as needed
Administration
- Maintain adequate supply of office supplies, order as necessary
- Manage all monetary donations, send tax acknowledgments as needed
- Manage janitorial supplies, services, building repairs, alarm systems
- Assist Docents with their needs
- Assist guests in person, on the phone, and through e-mail with any questions or concerns
- Order marketing materials as needed
- Manage Sherriff Work Project
- Maintain files (Deed of Gifts, Photo/Liability Release forms, Driver Certifications, Manuals, Warranties)
- TimeCard reporting
- Organizing onboarding for new employees
- Provide support wherever needed
Education and Experience Requirements/Preferences:
- High school diploma, GED, or equivalent required, degree in business administration or related field preferred
- Two to three years’ experience in a bookkeeping or office setting manager
- Proficient with office software – Quickbooks, POS system management, MS Office Suite/Excel, Adobe pdf editor
- Cash handling
- Purchasing experience
- Familiarity with labor laws