Job Opening: Office Manager

Posted by Elmhurst Art Museum ; Posted on 
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Job Opening: Office Manager
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Part-time; Hourly

Approximately 24 hours per week, some evening and special events as necessary

Salary commensurate with experience
SUMMARY

The Office Manager is responsible for the day-to-day operations of the museum offices, including general correspondence, development reporting, bookkeeping, human resource filing, payroll distribution, insurance coverage, purchasing, and other aspects of museum administration. Working closely with the Executive Director, he/she provides strong organizational grounding and accurate financial reporting for the organization.
DUTIES

  1. Bookkeeping

    1. Review and maintain records of all business transactions and contracts including insurance, venue rentals, computer/web hardware and software, education center classes, camps, facilities and independent contractors

    2. Maintain EAM’s relationships with financial institutions including banks and investment managers

    3. Receive and process all accounts receivables and payables including invoices and direct disbursements, museum shop receipts, member and donor payments, class registrations and facility rental payments.

    4. Reconcile monthly bank and investment statements and maintain associated account ledgers

    5. Complete W-9s and 990s for contractors working at the museum

    6. Collect, process, and reconcile receipts and credit card statements for the museum office

    7. Prepare financial reports for funding proposals

    8. Record, track, and process education program revenues, program refunds, and instructor payments. Reconcile on regular basis.

    9. Assure compliance with all non-profit state and federal regulatory requirements

  2. Administration

    1. Correspondence

      1. General correspondence and administrative assistance for the Executive Director

      2. Correspondence and reporting to granting agencies

      3. Prepare acknowledgment letters to donors and sponsors

    2. Human Resources

      1. Bi-weekly payroll and taxes

      2. Benefit coordination and tracking (PTO, holidays)

      3. Maintain confidential personnel files for all employees

      4. Serves as a central point of HR contact for museum staff

    3. Vendors

      1. Schedule/coordinate service calls for maintenance and repairs, including building systems

      2. With the Executive Director, manage contracts, vendor payments, and scheduling of contractors

      3. Purchasing for the museum and track all expenditures

      4. Assist in other museum operations as needed

PROFESSIONAL REQUIREMENTS

  1. Three to five years minimum experience in business and financial management, bookkeeping and accounting. Preference within the non-profit sector.
  2. Must be an experienced user of Microsoft Office and Quickbooks
  3. Must be experienced in fund accounting for non-profit organizations
  4. Excellent planning, budgeting, and financial management skills
  5. Experience in proposal and accounting requirements for foundations and granting agencies
  6. Interpersonal skills necessary for working in a supportive, mission-driven organization focused on improving quality and productivity, reducing costs and developing people and systems to enhance the organization
  7. BA/BS in Business Administration, Finance, or Economics required. Master’s degree, CPA, or equivalent optional.
  8. Interest in visual art/museums helpful in understanding EAM’s culture and vision

ABOUT EAM

The Elmhurst Art Museum is an equal opportunity employer. Located 25 minutes from downtown Chicago by car or train, the Elmhurst Art Museum features rotating contemporary art exhibitions, a rare single-family home designed by Mies van der Rohe, and frequent educational programs. It is a destination for school groups, families, and others interested in enriching their lives through art and design.

To apply email cover letter and resume to Joseph Hladik, joseph@elmhurstartmuseum.org

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