7 Sep 2020

Part-Time Bookkeeper/Office Manager

Homestake Opera House  Lead, South Dakota, United States

Homestake Opera House

Job Description

The Bookkeeper/Office Manager is responsible for implementing and maintaining the organization’s QuickBooks accounting system.

About the Homestake Opera House.

Mission

Historic Homestake Opera House Society will utilize and sustain the Homestake Opera House facilities for the enrichment of our citizens and community by providing art, culture, and educational opportunities for generations to come.

Vision:
Nurturing art, culture, and educational experiences in the presence of historical grandeur.

History

From its construction in 1914 in the town of Lead, in the beautiful Black Hills, until a catastrophic fire in 1984, the Opera House was the center of community life and lifelong education in Lead, South Dakota. The Historic Opera House Society is dedicated to its restoration, use, and preservation for future generations, in the belief that it is the cornerstone for the preservation, renewal, and development of our community.

The society’s focus is on fundraising to acquire funds as necessary to complete the restoration of the theater and recreation center building to bring back “The Jewel of the Black Hills” to its original 1914 glory. While these efforts continue, the Society makes use of the facility to the extent possible to generate revenue and advance its mission.

Position Summary:

The Bookkeeper/Office Manager is responsible for implementing and maintaining the organization’s QuickBooks accounting system. The bookkeeper is responsible for day – to – day accounting, such as journal entries, processing invoices, bank account reconciliations and bank deposits. The bookkeeper also keeps records of assets and liabilities and assists with preparation of financial statements and reports.  The role of Office Manager responsibilities will include, but not be limited to, developing intra-office communication protocols, streamlining administrative procedures, and inventory control. Supervised by and working directly with the Executive Director, this position requires an energetic professional who doesn’t mind wearing multiple hats.

Essential Functions:

Bookkeeping

  • Essential Duties and Responsibilities:
  • Reconcile General ledger accounts in QuickBooks
  • Perform basic accounting procedures such as:
  • Accounts receivable/Accounts payable
  • ACH Payroll processing and time keeping
  • General ledgers
  • Tax payments
  • Inventory Control
  • Tracking and reporting on Ticket, Concession and Gift Shop Sales
  • Managing petty cash and program/event budgets
  • Providing information for financial statements such as:
  • Monthly and quarterly financial reports
  • Monthly forecast summarizing current and projected financial position
  • Collecting data needed for annual financial audits
  • Provide financial and other report documents for meetings as requested.
  • Communicating with vendors, clients, and staff to address financial   discrepancies
  • Maintain ongoing communication with outside financial affiliates to ensure financial stability.
  • Perform other accounting assistance and related duties as required.
  • Enter financial transactions into QuickBooks, maintain the general ledger, pay invoices, reconcile credit card, and bank statements, and develop/maintain financial reporting for donations, program events, loans and grants.
  • Follow all legal and HHOH accounting protocols, including  tracking restricted and unrestricted funds with multiple bank accounts.
  • Manage payroll accounting and tax report filings.
  • Generate documents for accounting audits and answer questions from auditor.
  • Generate reports as requested.  Work with Development Director to cross-check donations and other income.
  • Maintain HHOH hardcopy documents and filing system.
  • Processes documents (copies, digital, paper) as requested.
  • Complies with all federal, state, and HHOH retention policies regarding document storage and disposal.

Hospitality and Event Support

  • Greet visitors to the office and act as receptionist
  • Administrative event and meeting support including planning, food/supply purchasing, setup, and breakdown
  • Assist in the preparation of information packets for committee meetings and the Board of Directors.
  • Assist in coordinating staff activities and company events
  • Coordinate updates to Volunteer database, with Development Director, secure volunteer support for events and communicate results to program/event lead.
  • Take inventory at the beginning of each month of concession and gift shop items and recommend order updates to ED
  • Email Press Releases for HHOH events to group email addresses
  • Post events to all available free community calendars at least two weeks prior to events, or in a timely manner, based on receipt of info from staff.
  • Prepare pre-event paperwork and cash drawer monies for volunteers.
  • Supervise volunteers at all paid events of HOH.
  • Collect paperwork and monies after the event, reconciling both.
  • Assist with major events as requested by ED.

Office Duties

  • Proven office management, administrative or assistant experience
  • Knowledge of clerical practices and procedures
  • Proficiency in Microsoft Office Suite including Excel required
  • Reorder and stock office supplies.
  • Ensure proper repair and maintenance of printer(s) and train others in their use.
  • Format and print letters, and other correspondence for staff as needed
  • Create and maintain a digital calendar for the organization.
  • Get Mail at Post Office and drop box at Main Street Entrance each morning.
  • Check local papers for articles & advertisements and make copies and save electronically in pdf format.

Required Qualifications:

  • 3-5 yrs. experience with QuickBooks software including building and generating reports.
  • Knowledge of bookkeeping principles and understanding of the bigger picture
  • Demonstrated professional reliability and integrity, dedication to quality detail work, and ability to work with minimal supervision
  • Proven organizational ability to organize records and adhere to schedules and budgets
  • Clear, concise, respectful, and open-minded communication with others
  • Maintain confidentiality and be discreet with information.
  • Interest in learning new accounting methods to improve the HHOH team’s efficiency and understanding

Desired skills

  • Enthusiasm for supporting the organization and its mission
  • A natural orientation towards being proactive, solutions-focused, and a team player
  • Refined communications skills, both written and verbal; strong interpersonal skills
  • Exceptionally detail oriented
  • Poise, friendly, confidence while interacting with stakeholders
  • Comfort working with discretion and sensitive material
  • Proficient in Microsoft Office and the ability to learn other programs and databases such as Little Green Light
  • Ability to work effectively in a fast-paced team environment as well as on own
  • Strong organization skills with the ability to be flexible and enjoy the administrative challenges of supporting an office of creative minded people

Position Information:

  • Hours: (9am-3pm or (10am – 4pm) approximately 30 hours per week. Actual hours may vary from week to week, depending upon events or meetings occurring during evenings, weekend, and holidays.
  • Wages: Salary:  hourly between $15-$18 per/hr w/OT (1.5) after 40 hrs.
  • Ten (10) days of PTO available 30 days after start date.  Five (5) additional days after 90 day evaluation.
  • Evaluation:  90-day performance evaluation after hire date and annual evaluation thereafter

How to Apply

Send resume, cover letter and a minimum of three (3) references to: patrick@homestakeoperahouse.org by Friday, October 2, 2020 at 5pm.

 

Part-Time Job in Arts and Culture:
Bookkeeper/Office Manager
  Homestake Opera House
   Lead, South Dakota, United States
    →   https://artjobs.artsearch.us/job/bookkeeper-office-manager-job-description/

Job Categories: Arts and Culture. Job Types: Part-Time. Job Tags: administration, finance, manager, and opera. States: South Dakota.
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