The Castine Historical Society seeks a positive, tech-savvy person to work as Office Manager. The position is 29 hours each week with pro-rated vacation and sick-leave benefits.  Send resume and cover letter to director@castinehistoricalsociety.org no later than September 13. A full job description is below.

Office Manager

DESCRIPTION
The Castine Historical Society seeks an Office Manager to oversee a busy and active office of three. This is a part-time, hourly position. The Office Manager reports to the Executive Director and works closely with staff, Board of Directors, and volunteers.

Responsibilities include:

Fundraising Support

  • Maintains accurate record of memberships and donations using PastPerfect database
  • Prepares timely and accurate membership and donation correspondence and mailings
  • Generates fundraising reports as needed
  • Provides administrative fundraising event support and works events

Administration

  • Helps prepare for meetings and public events, including working some evenings and weekends in person and or on Zoom
  • Distributes notices of Board meetings, agendas, and other materials
  • Takes accurate minutes of Board and annual meetings
  • Checks the post office box and emails daily
  • Answers phones
  • Orders office and custodial supplies
  • Tracks exhibit and event attendance
  • Troubleshoots and learns new technologies to improve administrative systems
  • Assists with preparing weekly deposits of cash and checks
  • Provides necessary documentation for annual audit

IT/Technology

  • Serves as point-of-contact for staff for any technology issues
  • Troubleshoots basic IT issues, including internet connectivity and software problems
  • Conducts periodic audit of technology infrastructure to ensure the organization’s resources are used effectively
  • Works with an outside IT consultant to resolve IT issues, as needed

Human Resources

  • Administers staff payroll, benefits, and related paperwork
  • Maintains employment files
  • Maintains outside contractor files and paperwork

Website Support

  • Works with contract web designer on quarterly updates and new and or/ existing issues with the website
  • Makes updates and simple changes to the website using WordPress
  • Creates and monitors online sign-up forms for all events and fundraisers

Gift Shop

  • Oversees and troubleshoots Gift Shop’s Square cash register system
  • Monitors Gift Shop inventory using Square
  • Prices and bar codes merchandise and assists with display
  • Fulfills on-line orders promptly
  • Performs gift shop inventory to prepare for the end-of-year audit
  • Creates sales reports as needed
  • Helps train volunteers on Square system and helps them resolve issues

Other Duties as Assigned

REQUIREMENTS

Experience and Education: 2-3 years experience in an office setting performing administrative duties.

Required Skills: The Office Manager is a detail-oriented and conscientious staff member who excels at time management and can set priorities. The Office Manager also must be willing to learn new things, solve problems, and jump in to help out wherever and whenever needed. Independent judgment, along with flexibility, and common sense are essential—as are the ability to work with a diverse team of staff, board members, volunteers, and the general public in a friendly, positive, tactful, and upbeat manner. The Office Manager also must have the highest standards of integrity and be able to work under pressure and to meet deadlines. The position requires the Office Manager to have expertise with managing databases, G Suite, Microsoft Office, Adobe Suite, Zoom, Square cash registers, and WordPress websites. Database training in PastPerfect will be provided, but knowledge of databases is essential.

Preferred Skills: Knowledge and experience with social media and Quick Books is desirable, but not essential.

Additional Job Information

Salary/Wage: $20-21 per hour
Job Type: Part-time 29 hours per week
Benefits: Pro-rated vacation and sick days
Start Date: ASAP