Office Manager

Steve, we appreciate your sending us this job lead:
Office Manager wanted for Cultural Arts Council of Douglasville/Douglas County

The CAC Office Manager/Bookkeeper manages the office and maintains all financial matters and budgetary records of the Cultural Arts... $24,000 - $26,000 a year
From www.OpportunityKnocks.org

The CAC Office Manager/Bookkeeper manages the office and maintains all financial matters and budgetary records of the Cultural Arts Council of Douglasville/Douglas County, Inc; under the supervision of the Executive Director. Responsibilities include coordinating facility rentals, managing membership records, and assisting with special events. As a full-time senior staff member, the Office Manager assists the Executive Director with the administration, implementation and development of administrative matters and programming related to the daily operations of the historic house and arts center including record keeping, database management and secretarial support to the director and other staff as needed.

Qualifications: Three to six years of executive secretarial and/or office management experience with strong bookkeeping background or an associates degree with at least two years of professional experience required; some college desirable. Excellent written and oral communication skills, ability to resolve routine problems efficiently and effectively; advanced computer software proficiency needed. Excellent typing and computer skills: Quickbooks, Windows, Word, Excel, Outlook, Access, PowerPoint, Publisher, internet/Web, e-mail management. Good proofreading skills. Must enjoy working with people, be a team player, and have a sincere desire to be helpful; outstanding phone and interpersonal skills. Familiarity with non-profit operations preferred; interest and involvement in the arts and arts education helpful.

Full time. Position closes March 15th. Salary range: $24,000 - $26,000 per year based on experience and education. Send letter of interest, current resume and three references to culturedirector@earthlink.net . Please do not contact us if you do not have the minimum qualifications listed above.


MORE DETAIL

Primary Function of Work: To manage the office and maintain all financial matters and budgetary records of the Cultural Arts Council of Douglasville/Douglas County, Inc; under the supervision of the Executive Director

Secondary Area of Responsibility: To coordinate, schedule and promote all special event facility rentals and assist with the production of special events

Level of Work: Full-time senior support staff

Office Management Tasks & Responsibilities
• Manages office, including manage reception area; answers phones; greets visitors; welcome volunteers; coordinates and oversees activities of volunteers; coordinates monthly mass mailings; coordinates office activities and maintains office calendar; updates contact lists and other office documents; organizes office materials and files; etc;
• Volunteer coordination: Schedules, trains, and coordinates volunteers, for reception duties, mailings, other office projects and special events;
• Memberships and donations: processes memberships, renewals, donations, etc; trains/coordinates volunteers to do routine data entry and other membership administration;
• Assists with scheduling, files, preparing for meetings, correspondence, contacts, etc;
• Manages facilities and vendor relationships, including tracking inventory, ordering supplies, maintaining and troubleshooting office systems and equipment;
• Assists with organizing monthly receptions and meetings, annual fundraising initiatives and other special events
• Assists with contract and grant tracking and reporting;
• Sorts and distributes incoming and outgoing mail;
• Types, edits, proof reads correspondence, reports, lists and other documents, in Microsoft Office (Word, Excel, Access, Outlook, PowerPoint, Publisher, etc.), QuickBooks and other office software as needed.

Bookkeeping Tasks & Responsibilities
• Performs responsible budgetary projection, personnel, purchasing, property, and inventory control duties in accordance with rules, regulations, policies, and procedures;
• Provides a variety of information and answers to questions regarding the specific function or operation of a specialized area of assignment;
• Supervises the training, orientation, and continuing development of volunteers as needed;
• Counsels volunteers on work-related problems or questions;
• Prepares special reports according to general directions;
• Assembles data from various sources and compiles or tabulates into final format;
• Recommends areas where studies should be made by Executive Director, Board of Directors and others;
• Processes complex materials such as applications, certificates, or financial records with the responsibility for handling problems and correcting errors which require working closely with staff, volunteers and the public;
• Edits a variety of material and data for completeness, accuracy, and adherence to professional standards;
• Determines the need for and requisitions supplies for office, other facilities and special events;
• Determines budgetary requirements for supplies and equipment;
• Prepares memoranda on administrative decisions and procedures;
• Responds to inquiries verbally and in writing concerning agency functions, requiring some interpretations of laws, rules, and regulations;
• Maintains cost and other records on equipment;
• Processes and maintains related records such as maintenance, repair, and depreciation costs;
• Recommends purchase of new equipment;
• Maintains and manages payroll records;
• Searches employee files and furnishes information to authorized persons;
• Compiles employee time records and reviews time sheets for completeness;
• Computes total time worked by employees and posts to master time sheets and payroll service;
• Maintains a detailed inventory record of current properties other than real estate and expendable operating supplies by recording descriptions of property, dates of purchase, identification numbers, locations, and related information;
• Complies information and records to prepare purchase orders for procurement of material and compares prices and specifications;
• Verifies nomenclature and specifications of purchase requests;
• Composes correspondence on reports, forms, bulletins, hearings, or other documents;
• Schedules and coordinates meetings, makes travel arrangements, answers and screens telephone calls, and handles expense accounts;
• Maintains petty cash fund;
• Serves as special project leader or task force representative in collaborative efforts and special events;
• Develops additional job functions for more efficient operation;
• Operates office equipment (e.g., computer, typewriter, copier, etc).

Qualifications:
• Bookkeeping and office management training and experience; some college desirable;
• Good administrative and organizational skills;
• Must enjoy working with people, be a team player, and have a sincere desire to be helpful; excellent phone and interpersonal skills;
• Excellent typing and computer skills: Windows, Word, Excel, Outlook, Access, QuickBooks, PowerPoint, Publisher, internet/Web, e-mail;
• Good proofreading skills;
• Record-keeping and data tracking skills; detail-oriented; facility with numbers;
• Interest in and experience with arts, educational and non-profit cultural organizations; enthusiasm for CAC mission

Salary:
Based on full-time salaried position of $24,000-$26,000 per year; or $12.00 - $13.00 per hour. Paid biweekly on an hourly basis for hours worked on the 15th and last day of every month.

Travel Required: 10% of the time
Experience Required: 5 yrs

Contact Name: Laura Lieberman
Fax: 770-949-5788
Job Code: OM2010