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

Cultural Arts Center in D'ville needs admin assistant

Marsi, thanks for this lead, which came from www.opportunityknocks.org :

PROGRAM ADMINISTRATIVE ASSISTANT

Duties: The Program Administrative Assistant is primarily responsible for assisting with the administration, implementation and development of the Arts Education Program, visual and performing arts programming, and marketing initiatives of the Cultural Arts Council of Douglasville / Douglas County, Inc. which include but not be limited to:

Arts Education
• Preparation, development, design and distribution of flyers, press releases and other promotional materials regarding quarterly art classes, special workshops, camps, school-based arts programming, and other arts education initiatives of the Cultural Arts Council;
• Planning, scheduling and coordinating center classes and workshops, special education outreach projects, and school-based events and programs including the Artists in the Schools initiative, professional development projects, and the Arts in After School Program, working with the Arts Education Committee and other volunteers;
• Coordinating and scheduling the evaluation and assessment of arts educational programs, working with the Executive Director, Teaching Artists and Education Consultants;
• Maintenance and development of financial and attendance records for ongoing arts education programs and special projects, working with the CAC staff and volunteers to coordinate all record-keeping involved in the management of arts education programming;
• Developing and managing documentation of all educational activities offered by the Cultural Arts Council including photographic images, project correspondence, evaluation materials and other relevant information related to arts education programs, classes and activities;
• Assist with the development of public and private support for educational activities and arts council operations;
• General correspondence regarding arts education activities and events at the Cultural Arts Center.

Gallery Exhibitions
• Preparation, development and design of exhibition invitations, press releases and other promotional and educational materials;
• Installation and de-installation of exhibitions and displays at the Cultural Arts Center, working with the CAC installation volunteers;
• Preparation and development of artists’ labels, other wall text and publications for exhibitions and permanent collection;
• Planning, scheduling and implementation of exhibitions and gallery programs and events, including Gallery Tours and Artists Talks, working with the Gallery Committee and other volunteers;
• Preparation and distribution of gallery and other mailings related to visual arts programs, classes and activities;
• Handling documentation of loaned and donated artworks;
• Maintenance and development of gallery records, visual artists archives and permanent collection database;
• Conservation, storage, inventory and display of artworks in the permanent collection;
• Development of public and private support for gallery activities and arts council operations;
• General correspondence regarding gallery and visual arts events at the Cultural Arts Center.

Marketing
• Development, design and distribution of announcements, posters, printed programs, press releases and other promotional and marketing materials;
• Development and maintenance of current press and media lists, e-lists of promotional outlets and general mailing lists for marketing Cultural Arts Council events and program;
• Management and maintenance with the assistance of technical consultants of the CAC web site including information and materials on all aspects of CAC operations and programming.

General office duties including public relations, docent training, risk management and other duties as assigned.

Qualifications:
This is an entry-level position. Candidates must have a fine arts and/or arts education background and strong interest in arts, ability to multi-task and deal with multiple deadlines, experience working with people of various ages and backgrounds, and excellent communication and office skills. Experience working with arts education programs, non-profit organizations, collections and exhibitions preferred. Microsoft Word, Excel, PowerPoint, and Publisher expertise required; Adobe PhotoShop and Dreamweaver experience preferred.



Job Details:



Categories: Arts/Culture/Humanities
Pay: 20,000.00 - 22,000.00/Yearly
Travel Required: 5% of the time
Experience Required: 2 yrs
Visa Sponsorship: Do not sponsor.
Preferred Major: Non-profit management, arts education, fine arts, graphic arts
Preferred Degree: Bachelors
Job Certifications: Valid Georgia Drivers License



Locations:



City
State Postal
Code Country
Douglasville
GA 30134 USA



Contact Information:



Contact Name: Laura Lieberman
Email: Click Here (apply to job)
Fax: 770-949-5788