Office Manager/Bookkeeper
for The History Center in Tompkins County (401 E. State Street) & Historic Ithaca (212 Center Street)

Send cover memo and resume to Rod Howe, The History Center in Tompkins County, 401 E. State Street, Suite 100, Ithaca, NY (or by e-mail to director@thehistorycenter.net) by February 4, 2019.

POSITION SUMMARY:

Come work for two vibrant nonprofit organizations dedicated to celebrating the past of Ithaca and Tompkins County! The History Center in Tompkins County helps people use the tools of history to understand the past, gain perspective on the present, and play an informed role in shaping the future. Historic Ithaca promotes the value and enhancement of our historic buildings and neighborhoods through education, advocacy, and action. The Bookkeeper/Office Manager position will play a critical role in advancing the mission of both organizations and ensuring their continued success in doing so.

The ideal candidate will have a passion for Tompkins County and Ithaca, and community service.  A growth mindset demonstrated by a willingness to pursue relevant professional development opportunities is essential as well as a customer-service orientation with strong problem-solving skills. The benefits of this position include a flexible work schedule, working with a dedicated team of community-oriented individuals and opportunities to serve and celebrate the wonderful communities in Tompkins County.

SUPERVISORS: Executive Directors of The History Center (THC) and Historic Ithaca (HI). The position will be an employee of The History Center in Tompkins County with approximately 10 hours/week contracted to Historic Ithaca.

STATUS:  37 hours/week. 10 hours for Historic Ithaca and 27 hours for the History Center. This position is non-exempt.

SALARY:  commensurate with experience ($34,600 – $38,500)

RESPONSIBILITIES:

Bookkeeping Responsibilities (80% effort THC; 100% effort HI):

  • Manage all agency fiscal records, records financial transactions, submit invoices for payment, prepare annual budget, prepare and interprets reports for board members, coordinates submission of timesheets into accounting system, and submits payroll, prepare materials for annual financial audit. Support fiscal aspects of grant writing and management.
  • With oversight from executive directors manage HR correspondence with staff including letters of hire, termination, salary and status changes, changes in rules and regulations pertaining to benefits, employee cost changes, and annual benefits enrollment.  Ensures completion of paperwork for staff beginning and ending employment. Fills out and processes all personnel related forms (unemployment, short-term disability, and employment inquiries). Maintains up-to-date personnel records and forms which conform to federal and state laws and regulations.
  • Processes and records all donations, including maintaining the fundraising database, CiviCRM. Prepares acknowledgement and thank you letters to donors. Tracks and reports on activity related to a current capital campaign.
  • Prepare and interpret financial reports for board meetings, grants and other as required by the Executive Directors.

Office Manager Responsibilities (20% effort THC):

  • Order supplies as needed.
  • Provides for ongoing maintenance of copier and printers.  Makes calls for service.  Assists staff and visitors in the operation of office equipment.
  • Works with Executive Director to ensure smooth running of the organization and that policies and procedures are in place.
  • Performs other duties as designated by the Executive Director.

QUALIFICATIONS:

 1.     Required Qualifications: Associates degree plus two to four years of relevant bookkeeping and/or accounting experience; or high school diploma or GED plus four to six years of relevant experience. Experience with QuickBooks or equivalent accounting software, including recording transactions and producing financial reports. Proficiency in Microsoft Office, particularly Excel. Demonstrated analytical ability, including reviewing and interpreting financial data, and communicating insights to various audiences. Strong interpersonal skills. Respectful and non-judgmental treatment of all regardless of age, race, class, gender, sexual orientation, religion, ethnicity, national origin or ability. Ability to establish and maintain effective working relationships with diverse constituencies including volunteers, board members, donors, clients and vendors.

2.     Preferred Qualifications: The above required qualifications, plus the following. Non-profit bookkeeping and/or accounting experience. Ability to work independently with minimum supervision, including establish priorities and meet deadlines in a timely fashion. Ability to shift focus and attention as demands of the position require. Strong organizational skills and careful attention to detail. High level of proficiency with computers and computer programs commonly used in financial and fundraising operations including QuickBooks, Microsoft Excel, and CiviCRM or similar donor management software. Ability to adjust work schedule to meet the needs of the organizations.

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