Job Description

PURPOSE

THE OFFICE MANAGER IS A KEY MANAGERIAL POSITION WITHIN SOUTHSIDE PRESERVATION HALL, A WEDDING AND PERFORMING ARTS VENUE RUN BY SOUTHSIDE PRESERVATION ASSOCIATION. THE OFFICE MANAGER IS RESPONSIBLE FOR OVERSEEING AND COORDINATING THE DAY-TO-DAY FINANCIAL AND OFFICE OPERATIONS OF SOUTHSIDE PRESERVATION HALL. THIS POSITION REPORTS DIRECTLY TO THE HALL DIRECTOR.

GENERAL RESPONSIBILITIES

1. BOOKKEEPING/ACCOUNTING

   1. RESPONSIBLE FOR GENERAL ACCOUNTING AND BOOKKEEPING OF THE ORGANIZATION

   2. RESPONSIBLE FOR PROCESSING PAYROLL

2. OFFICE OPERATIONS

   1. RESPONSIBLE FOR KEEP OFFICE AREA AND EQUIPMENT

3. INTERNAL & EXTERNAL OFFICE COMMUNICATION

   1. RESPONSIBLE FOR GREETING GUESTS AND MAINTAINING A PROFESSIONAL IMAGE

   2. RESPONSIBLE FOR MANAGING THE ORGANIZATION’S EMAIL

4. EXECUTIVE ADMINISTRATIVE SUPPORT

   1. ASSIST EXECUTIVE DIRECTOR AND HALL DIRECTOR AS NEEDED

5. COMMUNITY SERVICE VOLUNTEER PROGRAM

   1. RESPONSIBLE FOR OVERSEEING THE COMMUNITY SERVICE VOLUNTEERS AND MAINTAINING PROPER PAPERWORK

6. MARKETING & COMMUNICATIONS

   1. RESPONSIBLE FOR MANAGING EMAIL CAMPAIGNS AND SOCIAL MEDIA PRESENCE

JOB RESPONSIBILITIES

1. PERFORM ALL BOOKKEEPING FUNCTIONS USING QUICKBOOKS

2. PROCESS PAYROLL

3. MAINTAIN OFFICE EQUIPMENT INCLUDING COMPUTERS, COPIER, PHONE, ETC.

4. MAINTAIN AND REPLENISH INVENTORY AND OFFICE SUPPLIES

5. PERFORM RECEPTIONIST DUTIES, E.G. ANSWERING PHONES, GREETING VISITORS

6. MAINTAIN EMAILS FOR THE ORGANIZATION THROUGH GOOGLE WORKSPACE

7. CREATE EMAIL MARKETING CAMPAIGNS

8. MANAGE SOCIAL MEDIA PRESENCE

9. COORDINATE PRODUCTION OF FLYERS, BROCHURES, BUSINESS COLLATERAL

10. SCHEDULE MEETINGS

11. PREPARE DOCUMENTS AND REPORTS FOR MEETINGS

12. RESEARCH AS NEEDED

13. PREPARE PAPERWORK REQUIRED IN SIGNING UP, MAINTAINING, AND CONCLUDING COMMUNITY SERVICE VOLUNTEER PARTICIPANT’S HOURS IN THE PROGRAM

14. COORDINATE COMMUNITY SERVICE VOLUNTEER WORK LIST DUTIES AND SUPERVISE THE PERFORMANCE OF THE TASKS ASSIGNED

15. OTHER DUTIES AS ASSIGNED BY THE HALL DIRECTOR, EXECUTIVE DIRECTOR OR THE BOARD OF DIRECTORS.

REQUIRED EDUCATION & EXPERIENCE

• HIGH SCHOOL + 4 YEARS EXPERIENCE IN BOOKKEEPING, OFFICE MANAGEMENT OR EQUIVALENT POSITION

OR

• ASSOCIATES DEGREE + 2 YEARS EXPERIENCE IN BOOKKEEPING, OFFICE MANAGEMENT OR EQUIVALENT POSITION

PREFERRED EXPERIENCE

• BACHELOR’S DEGREE IN RELATED FIELD + 1 YEAR EXPERIENCE IN BOOKKEEPING, OFFICE MANAGEMENT OR EQUIVALENT POSITION

KNOWLEDGE & SKILLS

• KNOWLEDGE OF GENERAL BOOKKEEPING AND ACCOUNTING PRINCIPLES

• QUICKBOOKS ONLINE EXPERIENCE

• PROFICIENCY WITH WORD, EXCEL, POWERPOINT, AND GOOGLE WORKSPACE. KNOWLEDGE OF CANVA AND MAILCHIMP DESIRED

• SOCIAL MEDIA MANAGEMENT EXPERIENCE DESIRED

• STRONG COMMUNICATION SKILLS (WRITTEN AND ORAL)

• STRONG ADMINISTRATIVE AND ORGANIZATIONAL SKILLS

• STRONG ATTENTION TO DETAIL

• COMMITMENT TO GROWTH MINDSET

• SELF-STARTER

• ENJOYS WORKING COLLABORATIVELY