Office Manager/Bookkeper
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 by September 25, 2017.

SUPERVISORS: Executive Directors of The History Center and Historic Ithaca
STATUS: 30 hours/week; On average 20 hours per week with The History Center and 10 hours per week with Historic Ithaca; non-exempt position
SALARY: commensurate with experience

This position will be an employee of The History Center in Tompkins County with approximately 1/3 of the time contracted to Historic Ithaca. The office manager will be expected to help build on synergies between the organizations.

GENERAL RESPONSIBILITIES:

• Maintains all agency fiscal records, fulfills bookkeeping responsibilities, submits records to auditor, prepares reports for board members, routes all invoices for approval, coordinates submission of timesheets and submits payroll.
• Provides administrative support to the Executive Directors.
• Coordinates agency human resources program and record keeping.
• Orders supplies and keeps track of office equipment.
• Records all donations, maintains the fundraising database and all development records.

SPECIFIC DUTIES:

1. Maintains up-to-date personnel records and forms which conform to federal and state laws and regulations.
2. With oversight from the Executive Directors manage HR correspondence with staff including, but not limited to, letters of hire, termination, salary and status changes, changes in rules and regulations pertaining to benefits, employee cost changes, and annual benefits enrollment. Oversees and 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).
3. Enter employees’ time into the computerized accounting system; prepare reports as needed.
4. Help prepare materials for annual audit.
5. Prepare financial reports for grant reporting.
6. Maintains all records principally in computer files that are well organized.
7. Maintains and organizes the administrative offices.
8. Follows agency protocols for processing incoming checks/monies and for routing bills for approval.
9. Processes all donations and maintains all fundraising records. Prepares acknowledgement and thank you letters to donors. Specifically, for the next couple of years, tracking and follow-through related to a capital campaign
10. Maintains staff list, telephone tree and voice mail directory.
11. Provides for ongoing maintenance of copiers printers. Makes calls for service. Assists staff and visitors in the operation of office equipment.
12. Attends staff meetings and training sessions as appropriate.
13. Performs all duties in accordance with established agency policies and protocols.
14. Practices a customer-oriented approach in carrying out job responsibilities.
15. Adheres to agency confidentiality standards.
16. Performs other duties as designated by the Executive Director.

QUALIFICATIONS:
1. Minimum Education and Experience: Associates degree plus four years’ experience similar to the major responsibilities of this position including bookkeeping and accounting; or high school diploma or GED plus six years’ experience in a relevant field. Non-profit bookkeeping experience preferred.

2. Other Prerequisites:
a) Strong organizational skills and careful attention to detail.
b) Willing to expand job-related knowledge and skills and attend training if necessary.
c) Ability to work both independently and cooperatively with other staff.
d) Respectful and non-judgmental treatment of all regardless of age, race, class, gender, sexual orientation, religion, ethnicity, national origin or ability.
e) High level of proficiency with computers and computer programs commonly used in financial and fundraising operations (QuickBooks, MS Office, donor management software).
f) Proofreading experience.
g) Strong verbal and written communication skills.
h) Ability to adjust work schedule to meet the needs of the organizations.
i) Ability to organize work, establish priorities, meet deadlines in a timely
fashion, and work with a minimum amount of supervision.
j) Ability to establish and maintain effective working relationships with other staff,
volunteers, board members, donors, clients and vendors.

 

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