Office Administrator

Job Summary

We are seeking a dynamic and highly organized Office Administrator to join our Museum team! In this vital role, you will be the backbone of our daily operations, ensuring that the office runs smoothly and efficiently. Your energetic approach and attention to detail will support our team’s productivity, enhance community communication, and maintain a welcoming environment for visitors and staff alike. This position offers an exciting opportunity to showcase your administrative expertise while contributing to the community in a unique non-profit setting.

Responsibilities

• Volunteer Management – recruiting, training, communicating with and scheduling of front desk volunteers.
• Office management- tasks such as filing, data entry, maintaining supplies, and organizing documents using spreadsheets and productivity software.
• Coordinate calendar management and scheduling for meetings, appointments, and events using Google Workspace tools.
• Marketing – Distribute and design quarterly newsletter, subscriber emails, assist with social media, event marketing, website updates and maintenance, flyers, and promotional materials for museum.
• Coupeville Museum Store – Order, price, and input store inventory into POS system, distribute payments for store vendors, keep storefront organized, stocked, and current.
• Fundraising – Assist with annual auction planning and coordination of procurement items. Responsible for ticket sales, event signage, registration and payment management Maintain donor records and distribute tax-deductible donor receipts.
• Membership – Organize and maintain museum membership records and all membership correspondence.
• Donor Management – Maintain donor database. Ensure tracking of donor activities and maintain communication with donors through written receipts and electronic communication.
• Handle bookkeeping duties including invoicing, expense tracking, and basic financial record keeping with QuickBooks.
• Support client communication through professional phone etiquette, email correspondence, and timely follow-up.
• Maintain organized records through accurate filing systems and managing office supplies inventory.
• Other tasks— Assists with other tasks as needed at the request of the ED, including aiding in design and printing, procuring services, and assisting at special events, basic building maintenance including cleaning the bathrooms and kitchen, vacuuming, dusting, polishing, taking out the trash, sweeping and weeding the grounds, picking up trash

Preferred Qualifications

• Proven experience in office management or administrative roles with a strong background in clerical work and customer service.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, spreadsheets, and productivity software.
• Familiarity with QuickBooks or other bookkeeping tools is highly desirable.
• Flexibility, the ability to work in a diverse environment.
• Ability to work efficiently unsupervised.
• Excellent organizational skills.
• Strong computer literacy including data entry, word processing, proofreading, and technical proficiency.
• Exceptional phone and in-person communication skills with a professional demeanor and phone etiquette.
• Ability to manage time effectively while handling multiple responsibilities simultaneously.

Part-time, hourly/27-32 hours per week

Answers directly to Executive Director

Position directly serves in an administrative capacity to the Executive Director and Archivist for the general operation of the Island County Historical Society.

This position will work closely not only with the Society’s Director but also with facilities staff and volunteers. The position requires creativity in planning, program delivery, operations, administration, technology, and coordination.

Pay: From $23.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance

Application Question(s):

• Have you worked with volunteers?

Experience:

• Bookkeeping: 1 year (Preferred)
• Office management: 1 year (Preferred)

Work Location: In person

Salary : $23