Status: Part-time, 20 hours per week. Hourly. May be required to work additional hours if needed for events or other needs.
Schedule: Day hours (MWTh). Flexibility to work evenings and weekends for meetings, events or other needs. Ability to work additional hours as needed. Schedule subject to change to meet needs of Society.
Reports to: Board of Directors
Purpose: The Office Manager is responsible for managing the Society’s office and related duties. Position includes organizing and coordinating efficient office administration and procedures, providing range of administrative and executive support, and coordinating facility maintenance of the campus to maintain smooth functioning of
the Society’s buildings, campus and events. It includes but is not limited to answering phone and door, filing, file maintenance, correspondence and performing tasks related to publicity, banking, membership data, donor data and ensuring routine facility maintenance is scheduled. Directs work of office and garden volunteers.
Will work closely with Executive Director, Board President and bookkeeper.
Must work well in fast-paced and fluid environment.
This position requires the ability to input and retrieve data from the computer; ability to meet deadlines; excellent communication and interpersonal skills; ability to work well with a variety of work styles and personalities; ability to work with minimal direction and supervision; ability to exercise independent judgment; ability to work with discretion.
Essential Duties and Responsibilities:
- Attendance and assistance at events and fundraisers
- Attend monthly board meeting
- Coordination of facility maintenance and follow up on needed repairs
- Donor and membership database maintenance
- Office management
- Publicity and event assistance
Additional Duties:
- Coordinates schoolhouse and Ed Center rentals
- Correspondence
- Deposits checks and cash
- Manage distribution and sending of news releases, publicity fliers and related materials
- Post agenda and minutes to Society’s Google Drive
- Liaison with Village Public Works Department
- Maintain current media list
- Maintain paper and electronic office files
- Maintain Society’s calendar of events and activity deadlines
- Maintain and order supplies for kitchen, office and restrooms
- Monitor the contents of museum store and order more inventory as needed
- Perform a variety of tasks associated with events such as preparing cash boxes, name tags, etc.
- Posts information on website, social media sites as needed
- Prepares paperwork for the bookkeeper
- Provide tours as back up to Executive Director
- Work closely with volunteers and directs activities as needed eg. newsletter mailing, garden
Essential abilities, knowledge and skills
- Ability to be discreet and keep confidences
- Ability to exercise independent judgment
- Ability to multi-task and set priorities.
- Ability to work effectively as a member of a team
- Ability to work collaboratively with board and staff
- Ability to work independently with little supervision
- Accurate
- Adaptable
- Excellent communication skills
- Excellent time management skills
- Knowledge of standard office practices and procedures
- Proficient with Microsoft Office
Additional abilities, knowledge and skills
- Ability to perform detailed work
- Ability to perform light to moderate work
- Ability to stoop and reach
- Excellent interpersonal skills
- Excellent organizational skills
- Knowledge of accounting, data and administrative management practices and procedures
- Knowledge of clerical practices and procedures
- Knowledge of standard office procedures and practices
- Knowledge/skill with database management
- Strong computer skills
- Strong planning skills
Education and Training
High school diploma with some college. Demonstrated office and clerical experience required. Proficient with Microsoft Office. Experience in non-profit organization a plus.
