Job Description
Job DescriptionOffice Manager
Our client is seeking a part-time Office Manager who will oversee financial and administrative duties. The ideal candidate will have the ability to work independently, be familiar with QuickBooks or similar accounting pro, familiarity with Google Workspace and/or Microsoft Office products, as well as experience with database management.
Responsibilities:
Financial Support
Support Board Treasurer by compiling, organizing, and maintaining a filing system for financial materials required for QuickBooks bookkeeping:
Bills and invoices
Receipts of all purchases – both credit cards and cash
Restricted and Unrestricted
Bank deposits
Track grant funding income in accordance with CMGFR policies and procedures
Restricted and Unrestricted
Payroll reports
Bank statements
Credit card statements
Responsible for updating monthly, quarterly, and annual recurring bills spreadsheet
Work with the Board Treasurer to ensure that invoices are paid in a timely manner
Assist in establishing and managing automatic bill payments
Run data reports from ShopKeep
Assist with annual financial statement and audit preparation
Coordinate with vendors to resolve invoice or payment issues
Assist with running monthly financial reports prior to Board meetings from QuickBooks
Assist with QuickBooks data entry
Administrative Support Provide administrative support to the Executive Director and Board as needed o Prepare and mail all thank you letters/envelopes to all constituents o Print, copy, and compile materials for all meetings (Board, Fundraising, etc.) o Provide upkeep and maintenance for copy, postal machines, telephone and all communication sources including computers and internet o Responsible for all CMGFR internal mailings Order and pick-up office supplies and other museum supplies as necessary Support with exhibit projects including facilitating meetings with vendors, ordering exhibit items, and researching potential exhibit needs Provide general grant support Provide support uploading financial and other documents for grants Mail physical grants/maintain copies as needed Provide front desk coverage as needed o Manage register at front desk as needed Assist Executive Director and Fundraising Committee with event planning Create forms and other documents for Board and Employee onboarding, committees, meetings, and general CMGFR needs Proficient at running labels, printing addresses on envelopes, and formatting professional letters Attention to detail and proficiency in standard business correspondence are essential Maintain ongoing list of facility and maintenance needs
Database Management Assist Executive Director with management of GiveSmart database Input donations and constituent data into GiveSmart CRM o Run reports, merge letters, and prepare envelopes in GiveSmart o Assist with managing GiveSmart events Constant Contact Database Management o Input email addresses and lists into Constant Contact o Prepare and send e-blasts as necessary
Human Resources Maintain and update policy and procedure manuals as needed Prepare and review onboarding documentation for new employees, Board members, and volunteers o CORI background checks o Payroll documentation o Other documentation as needed
Qualifications:
Knowledge of QuickBooks
Proficiency in Microsoft Word and/or Google Docs
Proficiency in Excel and/or Google Sheets
Familiarity with database management
Ability to meet deadlines under pressure
Excellent organizational skills
Associate’s Degree preferred
Successful completion of a CORI criminal background check
Perform other duties as needed
Part-time position: Wednesday-Friday 20-24 hours a week.
Onsite in Fall River, MA
Hourly Rate: $25.00 an hour
JC480261918